Global Administration – Facilities Manager

Role Overview

• Develop and implement standardized administrative processes across global offices.
• Ensure compliance with company policies and procedures on a global scale.
• Collaborate with regional administrative managers to streamline operations and share best practices.
• Facilitate communication between global offices and departments.
• Serve as a point of contact for escalated administrative issues and provide timely solutions.
• Support cross-functional data collection, administrative tools, and communication needs across offices, in coordination with relevant teams (IT, Sustainability, Communications, HR).
• Collaborate with IT and system departments to implement and maintain efficient administrative systems and technologies.
• Supervise and develop a team of administrative professionals across different locations through both direct and dotted line reporting.
• Provide guidance, training, and performance feedback to ensure a high level of competence and efficiency within the team.
• Foster a positive and collaborative working environment.
• Coordinate with local teams to promote operational efficiency and maintain facility data and records.
• Oversee office space planning, maintenance, and improvements on a global scale.
• Develop and implement global facilities standards and ensure cross-functional compliance for facilities.
• Conduct facility risk assessments and mitigation measures to safeguard the company's assets and operations.
• Coordinate with local teams and global Performance Director and Sustainability team on facility programs and policies related to health, safety, accessibility, emergency management, and security.
• Oversee lease review and renewal processes, including integrating specific functional requirements (green leasing standards, legal and compliance reviews).
• Collaborate with cross-functional project teams to execute new space buildouts from initial design through final delivery.
• Manage global real estate lease portfolio, including tracking, compliance, and strategic oversight across multiple locations.
• Manage and audit global insurance policies to ensure compliance, accuracy, and adequate coverage across all locations.
• Work closely with finance departments to develop and manage administrative budgets for facilities, travel, and administrative activities and events.
• Identify cost-saving opportunities and implement strategies to optimize administrative expenditures.
• Work with administrative teams to optimize flight, hotel, documentation, and other travel needs, negotiating rates and cost efficiency with travel partners.
• Identify security risks around travel and coordinate with appropriate teams and risk committee.
• Own the Navan travel and expense platform, including system configuration, user administration, policy enforcement, and ongoing optimization.
• Negotiate and manage contracts with global vendors for office supplies, services, and equipment.
• Establish and maintain strong relationships with vendors to ensure timely and cost-effective services.
• Collaborate with internal stakeholders to identify and manage administrative needs, such as travel, venues, logistics, and catering for corporate events, including conferences and employee engagement events particularly at headquarters in Houston.

Requirements

• Bachelor’s degree in business administration, management, or a related field required.
• Minimum 7 years’ relevant experience in global administrative management or similar roles.
• Knowledge of real estate principles, including lease management, renewals, and portfolio oversight.
• Contract management experience.
• Experience managing an administration or similar team.
• Strong leadership and organizational skills.
• Attention to detail.
• Excellent communication and interpersonal abilities.
• Familiarity with international business practices and cultural differences.
• Proficient in relevant software applications and office tools.
• Multiple languages a plus.

Benefits

• Health insurance
• Retirement plans
• Paid time off
• Flexible work arrangements
• Professional development