Facilities Manager

Our client, an established luxury retail outlet operator part of a leading international group, is looking for a Facility Manager based in Florence.

Purpose of the Role

The Facility Manager is responsible for ensuring the efficient, safe, secure, and high-quality management of all facility operations across the company’s locations in Italy, guaranteeing operational continuity, compliance with Health & Safety standards, and appropriate security oversight across the sites.

The role oversees the maintenance, functionality, and operational continuity of the premises, ensuring that all buildings, technical systems, and common areas are maintained to the highest standards in line with luxury retail expectations.

Reporting directly to the COO, the Facility Manager acts as a key operational leader for the day-to-day management of the malls, guiding and coordinating on-site operational teams to ensure smooth daily operations and excellent service standards across the locations. The position requires regular presence and travel to the company’s location in Italy to ensure operational alignment and consistent facility standards across the sites.

The role is also responsible for defining and implementing operational processes, procedures, and facility policies to ensure consistency, efficiency, compliance, and service quality across the organization.

In addition, the Facility Manager oversees General Services activities and supports security and Health & Safety processes, ensuring compliance with company policies, legal requirements, and operational procedures. The position maintains relationships with local institutions, authorities, and external stakeholders to support operational continuity and ensure alignment with local regulations and standards.

Responsibilities

Facility Operations Management

• Oversee daily facility operations across the company’s locations in Italy.
• Ensure the proper maintenance and functionality of buildings, technical systems, common areas, and external spaces.
• Coordinate preventive and corrective maintenance activities to ensure operational continuity and high service standards.
• Guide on-site teams in the day-to-day operational management of the malls.
• Ensure operational readiness and proper facility support for events and activations taking place within the malls.
• Work closely with the Marketing team to coordinate operational and facility-related activities connected to events, ensuring smooth execution and alignment with company standards.

General Services & Team Management

• Manage and coordinate the General Services teams across the locations, ensuring efficient execution of operational activities.
• Supervise cleaning, waste management, utilities, and other site services.
• Ensure high standards of presentation, functionality, and operational support across the malls.
• Promote collaboration, accountability, and service excellence within operational teams.

Process, Policy & Compliance Management

• Define, implement, and monitor facility management processes, operational procedures, and policies across the locations.
• Ensure alignment with company standards, operational guidelines, and compliance requirements.
• Promote continuous improvement and operational consistency across the organization.

Health, Safety & Security Support

• Support the implementation and monitoring of Health & Safety procedures in compliance with legal and company requirements.
• Coordinate with external providers and internal stakeholders on security-related activities and emergency procedures.
• Monitor compliance with safety standards and contribute to risk prevention initiatives.

Vendor, Contractor & Institutional Relations

• Coordinate external suppliers, maintenance providers, and contractors ensuring service quality and compliance with contractual obligations.
• Monitor service performance, costs, and SLAs.
• Maintain relationships with local institutions, authorities, and external stakeholders to support operational activities and ensure compliance with local regulations.
• Support procurement and PO management activities related to facility operations.

Budget & Cost Control

• Support the preparation and monitoring of facility-related budgets and operating expenses.
• Ensure cost control and efficient allocation of resources across the sites.
• Collaborate with Finance on forecasting and expenditure tracking activities.

Operational Excellence & Projects

• Identify and implement opportunities for operational improvement and efficiency.
• Support facility-related projects, refurbishments, and operational initiatives.
• Ensure alignment of facility standards and operational procedures across the locations.

Relations

Internal Relations

• COO
• GS Team
• Welcome Lounge and Marketing team
• Retail and Leasing
• Construction Departments

External Relations

• Maintenance & Facility Suppliers
• Security Providers
• Health & Safety Consultants
• Contractors & Service Providers
• Local Authorities & Institutions
• Utilities & Public Service Providers
• External Partners & Consultants
• Luxury Brands & Store Managers
• Fire Departments and emergency authorities

The Candidate

Education and experience

• Degree in Engineering, Facility Management, Architecture, or related field
• 5+ years of experience in Facility Management, General Services, or Property Operations roles
• Experience managing multi-site operations is considered a plus
• Knowledge of Health & Safety and security processes
• Experience coordinating external vendors, institutions, and operational teams
• Previous experience in Retail, Luxury, Hospitality, or commercial environments is preferred

Certification

• Health & Safety certifications are considered a plus

Skills & Competencies

• Facility & Operations Management
• Team Leadership & Coordination
• Process & Policy Implementation
• Health, Safety & Security Awareness
• Vendor & Institutional Relationship Management
• Budget Monitoring & Cost Control
• Problem Solving & Operational Mindset
• Cross-Functional Collaboration & Stakeholder Management
• Process Improvement & Service Orientation
• Microsoft Office & Facility Management Systems Knowledge