CONTEXT
The Global Real Estate Portfolio Officer is a newly created role within the Global Building and Facility Management department. The Global Real Estate Portfolio Officer is a newly created position within GO Facilities.
His role is to support financial and operational efficiency of the building portfolio. It includes 28 sites across 13 countries, with four sites directly managed by facility managers in France, Portugal, Morocco, and Malaysia. In other countries, the offices are leased from other AXA entities within the respective countries. The role is expected to contribute directly to the optimization of operational costs and ensure alignment with global standards.
YOUR ROLE
As a Global Real Estate Portfolio Officer, you will coordinate activities related to the building portfolio globally. Your role includes supporting financial processes, assisting with contract administration, and ensuring accurate reporting of both financial and non-financial data. You will collaborate with facility managers at the directly managed sites and work closely with AXA hosting entities in other countries to ensure efficient and aligned facility operations. You will also be responsible for identifying and communicating opportunities for cost savings and process improvements.
YOUR RESPONSIBILITIES
1. Budget monitoring and coordination (30M yearly)
- Assist in the preparation and forecasting of yearly budgets for the department.
- Support the tracking of expenses to ensure adherence to the budget, with a focus on identifying areas where costs can be reduced, or operational efficiencies can be achieved.
- Prepare and provide regular and ad-hoc financial reports for senior management and finance teams.
- Work with the finance department to ensure budget processes align with corporate reporting standards.
2. Operational Coordination with Opco-Hosted Countries
- Act as an AXA GO point of contact for AXA hosting entities, liaising with local AXA GO representatives (General Manager, HRBP) to ensure decisions are aligned with local perspectives.
- Track renewal dates on Opco-hosted sites so decisions can be made on the appropriate course of action, in partnership with the Global Facility Manager.
- Assist in monitoring the performance of SLAs in line with global policies and standards from AXA Group, Procurement, and Security. Raise issues proactively when SLAs are at risk and suggest corrective actions.
- Perform administrative tasks for Opco-hosted sites, including purchase order submission, invoice verification, and contract renewals.
- Liaise with AXA hosting entities to ensure accurate and comprehensive financial projections.
- Contribute to the development of business cases and propose process improvements or space optimization solutions when planning future office transformations or relocations.
3. Communication and coordination with landlords, providers, and facility managers
- Act as the operational support for global administrative tasks related to building and facility management.
- Assist local facility managers in understanding and managing the operational costs of their sites. Proactively help managers identify and implement cost-saving opportunities or process efficiencies.
- Facilitate communication between local facility managers and cross-functional teams (Procurement, Finance, Security) to ensure operational alignment.
- Help organize training sessions or workshops to enhance facility management practices for teams in France, Portugal, Morocco, and Malaysia. Collaborate with local facility managers to ensure consistent application of global standards and policies.
4. Non-financial data monitoring
- Support the monitoring and analysis of building occupancy data to help optimize space utilization and operational efficiency across all sites.
- Assist with compiling and reporting environmental data related to facility operations, ensuring alignment with corporate sustainability goals.
- Drive the implementation of environmental initiatives aimed at reducing the companys carbon footprint and report on progress.
Experience
- At least 5-6 years of experience in a similar role, preferably within large organizations or in facility management, finance, or operational roles. Experience in identifying and implementing operational improvements or cost-saving measures is a plus.
- Education: Degree in management, finance, facility management, or a related field.
- Knowledge: Strong understanding of real estate or facility management is essential, with experienc