Senior Facilities Lead (FTC) - Milan, Italy

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 Senior Facilities Lead Role is responsible for supporting the Facilities Management team in executing day-to-day administrative functions across the market driving significant operational impact. Within their designated markets, they are accountable for overseeing third-party vendors in Cleaning and Facilities, Energy and Sustainability, and Capital Improvements, etc, driving legal compliance, member experience and stakeholder engagement.

This role will be based in Milan and acts as the central point of contact for the wider operations team, with a strong focus on cultivating positive member experiences Within their designated markets, they are accountable for overseeing third-party vendors in Cleaning and Facilities, Energy and Sustainability, and Capital Improvements, etc, driving legal compliance, member experience and stakeholder engagement. This role acts as the central point of contact for the wider operations team, with a strong focus on cultivating positive member experiences and a customer-centric approach.

In this role, you’ll focus on…

Service Delivery:

• Support the Head of Operations with the day-to-day operational delivery of all facilities services across dedicated buildings, encompassing planned and reactive maintenance management, cleaning services, office supplies and consumables provision, and utilities management.

• Provide administrative support through managing and maintaining facilities documentation, records, and contract related information. Assist in the creation of reports, presentations, and data tracking related to maintenance and vendor performance

• Provide regional support where needed with assisting with project coordination and administrative logistics for special initiatives or regional facilities rollouts. Provide data and documentation support for audits, inspections, or internal reviews.

• Ensure all services are delivered to agreed-upon standards, within budget constraints, and in full compliance with relevant regulations and company policies.

• Proactively manage relationships and performance of vendors, ensuring adherence to service level agreements (SLAs) and maximising value for money

• Provide support to the Operations team for facility-related issues and emergencies, ensuring timely and effective resolution with minimal impact on business operations

• Monitor and analyse utility consumption, identifying opportunities for energy efficiency, cost reduction, and sustainability improvements

• Ensure strict adherence to all health, safety, and environmental regulations promoting a safe and compliant working environment.

• First point of contact for landlord related queries

Financial Management:

• Review, process, and track invoices to ensure timely payment

• Collaborate with the Facilities Contract Manager/ Coordinator to ensure vendor billing accuracy.

Contract Management:

• Manage and administer contracts with external vendors providing facilities services ensuring compliance with agreed-upon terms and conditions.

• Communicate with internal stakeholders and vendors to ensure timely resolution of maintenance tickets including over 20 day tickets and any backlog.

• Escalate unresolved or high-priority tickets to the appropriate Facilities Contract Manager and/ or Head of Operations.

• Schedule routine maintenance and service calls, confirm completion, and follow up as needed.

• Support vendor onboarding by coordinating documentation and compliance requirements.

• Support the Facilities Contract Manager with the management of the service contractors and agreed SLAs with Cleaning, M&E, Pest Control, Waste, Hygiene Services etc.

Requirements:

• 5+ years of related experience

• Fluent in Italian and business English

• Bachelor's degree in a relevant subject or equivalent combination of education and experience.

• Demonstrable experience operating workplaces with direct responsibility for facilities management, customer experience and/or building performance

• Strong organisational skills and attention to detail

• Strong written and verbal communication

• Preference to work in a team environment

• Ability to multitask and prioritise tasks effectively

• Problem-solving skills

• Customer service orientation

• Knowledge of facilities management practices and procedures

Collective Agreement: CCNL Terziario

Classification: Level II (Impiegato/a)

Salary: 36,000 EUROS - 48,000 EUR gross per annum

Incentive: WeWork employees are eligible to participate in an incentive plan specific to their role. The annual incentive target for this role is up to 10% of annual base salary. Your recruiter will provide more details on the incentive plan for this role. WeWork incentive plans are subject to the terms of the applicable incentive compensation plan, which will be made available to you after commencing employment. WeWork reserves the right to amend its incentive plans, and nothing in this job requisition or any other document creates a right to a specific incentive plan payment.

Benefits: Full-time employees are eligible for comprehensive benefits, subject to the terms of the applicable plans and policies provided upon commencement of employment. These benefits include:
- Pension Plan
- Healthcare: statutory coverage
- Life and Accidental Insurance
- Meal Voucher
- Annual leave up to 22 days per annum
- Employee Assistance Program
- Parental Leave
- Sick Leave

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.