Interactive Brokers based in Tallinn is looking for a motivated and driven Office Facilities Manager to oversee the general facilities and to ensure processes in the office flow efficiently and smoothly. You will be working closely with stakeholders across the business, managing key external suppliers and providing a high level of service to support the operation needs of the business.

Reporting to the Europe Facilities Manager (EFM), you will work in collaboration with building managers, local technical management, office management, IT and general office support staff to operate facilities at optimal utilisation levels. You will be an integral part of a team that is building one of the world’s strongest brokerage brands, and part of a global enterprise that employs technology in all aspects of its business to generate prudent and controlled growth.

Qualifications, Skills & Attributes

Minimum 3-5 years’ experience in a similar role managing an office of 100 + people with a proven background in Workplace/Facilities Management (desirable: previous employment within FinTech Company)
Bachelor’s degree in Facilities Management or related field preferred
Certificate in Health & Safety
Strong understanding of Hard & Soft Services
Experience leading on complex facilities challenges through to resolution
Ability to remain calm under pressure.
A proven people manager: you have experience leading a workplace team
Experience managing contractors and service providers that support the running of the office
Good PC skills, Including Microsoft Office
Strong organisational skills as well as ability to multitask and think outside the box
Team player with a hands-on approach to facilities management
Ability to lift heavy equipment up to 25kg (transfer/moves)
You will have the ability to work in a complex and fast paced environment to achieve the best results
Fluent Estonian and English langauge (Verbal & Written)

Responsibilities

- Ensure the company is adhering to all Health & Safety obligations across the office
- To proactively lead on the day-to-day management of planned maintenance and repairs
- To maintain the integrity of the office via the implementation of physical and electronic security, business continuity, structural/non-structural elements of building fabric and fire safety
- To ensure that relevant audits and workplace inspections are undertaken
- Ensure statutory policies, for example Risk Assessments and PPE are set out within company procedures and that members of staff can follow and embrace guidance as appropriate
- Maintain office space management: perform employee/office moves, changes, additions, leavers etc including working closely with the IT Team for user set-ups
-Maintain shared office equipment such as printers, faxes, scanners, copy machines, etc. and their respective service agreements
- Support the EFM and the Project Management team in office reconfigurations
- Manage office supplies and mail distribution
- Office lunch management – Supplier and Contract Management
- Review utility consumption – ensuring contracts/supplies are cost effective
- Maintain all the ancillary computer equipment (monitors, monitor arms, headsets, cameras, cables)
- Support and implement office safety policies and protocols including COVID-19 measures
- Manage relationships with landlord, suppliers, and other key stakeholders
- Manage and implement staff training modules
- Review and troubleshoot HVAC (heating, ventilation, and air conditioning)
- Support sustainability and initiatives
- Ad-hoc Office Facilities tasks  

- Very competitive compensation and discretionary performance based bonus
- Vision and dental benefits, sport activities compensation
- Stock incentive plan
- Lunch paid for by the company

Please apply here: https://boards.greenhouse.io/ibkr/jobs/6357122002

Please specify your salary expectations it the application form.