Facilities Specialist

About Us

At WeWork, we provide flexible workspace solutions to help businesses of all sizes thrive in more than 37 countries worldwide. The future of work is here, and we’re not just a part of that movement-we’re leading it. United by a desire to build a global community, our purpose is to give members the support to do their best work, and the space to take their ideas to new heights. Join us as we empower tomorrow’s world at work.

About The Opportunity

The Facilities Specialist will assist with overseeing third-party vendors in the areas of Cleaning, Facilities, H&S, and Security, monitoring operational expense and performance. The Facilities Lead will support the Manager with day to day management in each building of the Facilities Lead portfolio.

We are looking for a Facilities Lead. In this role, you will have these responsibilities include but are not limited to:

Maintenance

• Perform daily site inspections to spot technical glitches, broken furniture, or scuffed walls and make them fixed at the earliest opportunity.
• Carry out, through specialized vendors, the annual maintenance plan to keep HVAC, electrical, fire, lighting, and plumbing systems running at peak performance.
• Ensure, through accompaniment and supervision, that maintenance performed by third parties meets Wework's quality, technical and time standards.
• Monitor that the building management complies with the annual plan for washing facades, maintaining roofs and seals on windows, maintaining elevators, water pumps and tanks, and backup power plants.
• Troubleshoot and close member support tickets in less than 24 hours.

Cleaning & Inventory

• Coordinate and supervise the cleaning staff, ensuring adherence cleaning routine, as well as deep cleaning services for carpets, blankets, and upholstery.
• Maintain a consistent inventory of pantry supplies, printing materials, and restroom essentials to ensure they are always available for members.
• Coordinate and supervise waste sorting and collection in compliance with environmental regulations.
• To be the point of contact (POC) between the cleaning operator and WeWork for administrative matters, payments, personnel management, coordination of extra services, etc.

Vendor & Budget Management

• Request and compare at least three quotes for major repairs or asset purchases.
• Raise Purchase Orders for Facilities Team (Add-Ons, CAPEX and other Projects, Building Openings & Exits).
• Validate compliance with service level agreements (SLAs) from external providers before authorizing payments.
• Ensure that vendor invoices are submitted on time to avoid discrepancies between the accounting close and the operating expenses (OPEX) budget.
• Check weekly spending on supplies and repairs to make sure we stay within the monthly budget.
• Cross-check every invoice against the work actually done before sending it to accounting.

Health & Safety

• Conduct monthly inspections of fire extinguishers, first aid kits, and evacuation signage to ensure they are up-to-date.
• Supervise contractor access control, verifying they have the required insurance (Workers' Compensation/Social Security) before working on the premises.
• Manage the issuance and deletion of access cards for suppliers.
• Support emergency response teams and participate in annual evacuation drills.

Move-ins & Event Setup

• Get offices "move-in ready" by personally overseeing painting, cleaning, desk setups, and wiring.
• Manage the required set up and operational plan for community or external events.
• Manage the installation of logos or office dividers to make sure they are done right and on time.

Customer Service & Hospitality

• Preventive Walkthroughs: Proactively detect issues in offices and common areas to resolve them before they impact the user. Communicate solutions directly to clients to reduce ticket volume.
• Act as the point of contact for Community, Sales, Members and Vendors within the portfolio.
• Continual focus on Member Experience through Improvement plans.

Standards

• Operational Excellence: Maintain storage areas and depots in perfect order and organization. Ensure strict compliance with internal company standards and Occupational Health and Safety (OHS) regulations to optimize space and inventory control.

About You

Does the below sound like you? If so, we’d love to hear from you!

We’d love to hear from you if you meet the qualifications below:

• Bachelor’s Degree in Engineering, Management, Architecture.
• Minimum of 2 years of experience in facility management, maintenance or other related industry.
• Excellent communication skills across multiple staffing levels.
• Demonstrated ability to define and assess problems and implement solutions. Strong attention to detail, problem solving and time management.
• Experience working with multiple vendor partners.
• The ability to build relationships and work cross functionally in a high paced environment.
• Intermediate knowledge of MS Office package.
• Intermediate/advanced English level (fluent).
• On-site role.

Life at WeWork

Being a WeWorker is more than just a job. We believe the magic of work is sparked by the passion you bring, the places you go, the people you meet and the purpose you follow. And it starts here. Here you will brush shoulders with those who dare to dream and do. Here you will be welcomed by a community that embraces and inspires you-because together we can achieve more. Here we challenge ideas, and explore new ways of getting things done. Whether you are part of our Employee Community Groups, or part of a global project, we ask you to bring your open-minded attitude and collaborative spirit. In return, you will be part of a team where your unique perspectives are celebrated.