Global Real Estate Portfolio Officer

CONTEXT

The Global Real Estate Portfolio Officer is a newly created role within the Global Building and Facility Management department. This position is designed to support financial and operational efficiency of the building portfolio, which includes 28 sites across 13 countries. Four sites are directly managed by facility managers in France, Portugal, Morocco, and Malaysia, while other offices are leased from AXA entities in their respective countries. The role is expected to contribute to optimizing operational costs and ensuring alignment with global standards.

YOUR ROLE

As a Global Real Estate Portfolio Officer, you will coordinate activities related to the building portfolio globally. Your responsibilities include 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 directly managed sites and work closely with AXA hosting entities to ensure efficient and aligned facility operations. Additionally, you will identify and communicate 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, focusing on identifying areas for cost reduction and operational efficiencies.
   - 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 to ensure decisions align with local perspectives.
   - Track renewal dates on Opco-hosted sites to determine appropriate courses of action in partnership with the Global Facility Manager.
   - Monitor the performance of SLAs in line with global policies and standards, raising issues proactively and suggesting 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 financial projections.
   - Contribute to business cases and propose process improvements or space optimization solutions during office transformations or relocations.
3. Communication and coordination with landlords, providers, and facility managers
   - Act as operational support for global administrative tasks related to building and facility management.
   - Assist local facility managers in understanding and managing operational costs. Help identify and implement cost-saving opportunities or process efficiencies.
   - Facilitate communication between local facility managers and cross-functional teams to ensure operational alignment.
   - Organize training sessions or workshops to enhance facility management practices for teams in France, Portugal, Morocco, and Malaysia.
4. Non-financial data monitoring
   - Support the monitoring and analysis of building occupancy data to optimize space utilization and operational efficiency.
   - 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 company’s 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 experience in operational support and financial processes.

Skills
- Strong financial analysis and coordination skills.
- Ability to work effectively with multiple stakeholders across different countries and regions.
- Excellent organizational and administrative skills.
- Strong communication skills and ability to collaborate across departments.
- Proficiency in financial reporting tools and data analysis.
- Languages: Fluent in English and French; additional languages are a plus.
- Technical Skills: Proficiency in Excel, PowerPoint, and Word; knowledge of facility management software is a plus.

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