Facilities Manager - EMEA & APAC Offices

Location:  London, UK (On-site) with responsibility for all Europe & APAC locations

Department:  Operations / Facilities

Reports to:  CFO

About the Role

Foundry is seeking an experienced Facilities Manager to oversee administrative operations across our global office network in Europe and APAC. Based in our London office, this role is the central point of contact for office administration, vendor management and facilities coordination across all regions, ensuring every Foundry location runs smoothly and cost-effectively.  The role reports into our US leadership and will work very closely with our legal, finance, IT & HR teams.

This is a high-visibility, cross-functional role suited to someone who is highly organized, comfortable working across time zones and cultures,  confident managing budgets, reading and understanding contractual terms, managing vendor relationships and can handle competing priorities simultaneously.  

Key Responsibilities

Financial & Expense Management

• Review and reconcile office-related expenses across all Europe and APAC locations
• Arrange and track rent and any other statutory payments related to all office leases, liaising with landlords and finance teams as needed
• Monitor office budgets and flag variances or cost-saving opportunities
• Process and approve invoices from office service providers

Office Operations & Vendor Management

• Manage relationships with any required office service providers (serviced office provision, cleaning, maintenance, security, catering, etc.) across all regions
• Negotiate and manage contracts and SLAs with vendors and suppliers
• Coordinate mail delivery and courier services for all offices, ensuring reliable inbound/outbound logistics
• Source and onboard new vendors as offices grow or requirements change
• Manage employee building access requirements

Facilities Coordination

• Serve as the main point of contact for landlords, building management, and facilities issues across all office locations
• Coordinate office moves, renovations or new office setups as needed
• Ensure all offices are stocked with necessary supplies and equipment

Maintain health & safety and compliance standards appropriate to each region including understanding all documentation and procedural requirements and keep abreast of changes in H&S leglisation and governance in each region 

Global Coordination

• Act as the central liaison between local office contacts/employees in each region and HQ
• Standardize administrative processes and best practices across all offices while respecting local requirements
• Support new employee onboarding logistics (desk setup, access, equipment) in coordination with local teams

• Assist with travel and logistics coordination for cross-office visits as needed and assist with the budgeting and co-ordination of local staff or client events.

Administrative Support

• Maintain accurate records of contracts, leases, and vendor agreements for all locations
• Prepare regular reports on office spend, vendor performance  and operational issues
• Support ad hoc administrative projects

Requirements

• 3+ years of experience in office management, facilities coordination or operations, ideally with multi-site or international responsibility
• Strong financial acumen with experience managing budgets, invoices and expense tracking
• Excellent vendor negotiation and relationship management skills including the abilitiy to ready and fully interpret vendor contractual terms.
• Exceptional organizational skills with the ability to manage multiple priorities across time zones
• Strong written and verbal communication skills
• Comfortable using office management/expense tools
• Experience working with international teams or offices is strongly preferred
• Based in or able to commute to London (this is an on-site role) with flexibility to accommodate occasional early/late calls with overseas offices

What We Offer

We offer a competitive salary and a generous benefits package that includes:

• A salary sacrifice employee pension scheme with an employer contribution of 5%
• Private Medical Cover
• Life Insurance and Sickness Cover
• A Fit for Work scheme to support your health and wellbeing
•  Employee Assistance Program
• Annual advice from an Independent Financial Advisor