Position Overview

We are seeking an experienced and service-oriented Facilities Manager to oversee workplace facilities, building maintenance, office infrastructure, and related service providers for an organisation operating in Estonia. The successful candidate will ensure that the workplace remains safe, functional, well-maintained, and suitable for employees, visitors, and day-to-day business activities.

This role is responsible for coordinating facility maintenance, managing service contracts, monitoring operating costs, overseeing workplace safety arrangements, and ensuring that building systems and office resources meet operational requirements. The Facilities Manager will work closely with office administration, finance, human resources, IT, external contractors, landlords, and other stakeholders to maintain reliable facilities and minimise disruption to business operations.

The ideal candidate combines practical facilities management experience with strong organisational, technical, and vendor-management skills. They should be capable of planning preventive maintenance, responding to urgent facility issues, managing budgets, and introducing improvements that enhance workplace efficiency, safety, and employee experience.

Key Responsibilities

1. Facilities Operations and Maintenance

• Oversee the day-to-day operation of office facilities, ensuring that workspaces, meeting rooms, shared areas, and supporting infrastructure remain functional and presentable.
• Develop and maintain preventive maintenance schedules for building systems, office equipment, lighting, heating, ventilation, plumbing, and other relevant installations.
• Coordinate routine inspections, repairs, servicing, and maintenance activities with qualified contractors and property service providers.
• Monitor reported facility issues and ensure that faults are assessed, prioritised, and resolved within appropriate timeframes.
• Maintain maintenance records, service histories, inspection reports, and documentation relating to facility assets.
• Coordinate planned maintenance activities to minimise disruption to employees and business operations.

2. Building Systems and Technical Infrastructure

• Monitor the operational condition of heating, ventilation, air conditioning, electrical systems, plumbing, access controls, and other building services within the assigned facilities.
• Coordinate specialist inspections, servicing, and repairs where technical expertise or statutory certification is required.
• Work with IT and security teams on facility-related infrastructure, including equipment rooms, physical access arrangements, backup power requirements, and environmental controls where applicable.
• Maintain an inventory of facility assets and monitor their condition, maintenance requirements, and replacement needs.
• Identify recurring technical problems and recommend practical solutions to improve reliability and reduce maintenance costs.

3. Workplace Safety and Compliance

• Support the implementation of workplace health and safety procedures in coordination with the relevant internal specialists and external service providers.
• Coordinate appropriate fire safety inspections, emergency equipment checks, evacuation arrangements, and maintenance of safety-related installations.
• Maintain records of facility inspections, safety checks, maintenance activities, and corrective actions.
• Identify workplace hazards and ensure that reported concerns are assessed and addressed promptly.
• Support compliance with applicable Estonian and European Union requirements relevant to the organisation’s premises, building use, occupational safety, and facility operations.
• Coordinate emergency response arrangements and ensure that employees understand relevant facility procedures.

4. Contractor and Supplier Management

• Identify suitable facilities service providers and obtain quotations for maintenance, cleaning, repairs, security, waste management, and other required services.
• Coordinate contractor access, work schedules, site requirements, and completion inspections.
• Monitor contractor performance against agreed service levels, contractual obligations, quality standards, and delivery timelines.
• Maintain supplier records, service agreements, warranties, insurance documentation where required, and relevant contract-renewal dates.
• Resolve routine service issues and escalate persistent performance concerns through the appropriate channels.
• Support procurement activities and ensure that work is authorised in accordance with internal approval procedures.

5. Budgeting and Cost Control

• Assist with preparing annual facilities budgets covering maintenance, utilities, cleaning, repairs, equipment, and contracted services.
• Monitor facility-related expenditure and identify discrepancies, unnecessary costs, and opportunities for improved efficiency.
• Review supplier quotations and service proposals to support cost-effective purchasing decisions.
• Track utility consumption and recommend measures to reduce energy use and operating expenses where practical.
• Maintain accurate records of invoices, purchase orders, maintenance costs, and facility-related commitments.
• Provide regular reports on expenditure, maintenance activity, outstanding issues, and planned investments.

6. Office Space and Workplace Experience

• Coordinate workspace allocation, office layouts, meeting-room arrangements, and changes to accommodate business requirements.
• Support office relocations, refurbishments, furniture installations, and workplace expansion projects.
• Ensure that workspaces are clean, accessible, comfortable, and appropriately equipped for employees and visitors.
• Coordinate cleaning schedules, waste collection, hygiene arrangements, and replenishment of shared workplace supplies.
• Gather feedback on workplace conditions and identify improvements that support employee comfort and productivity.
• Assist with visitor facilities, reception requirements, and access arrangements where these fall within the facilities function.

7. Security and Access Coordination

• Coordinate physical access arrangements, visitor procedures, keys, access cards, and related facility records in accordance with company policies.
• Liaise with security providers and internal teams to address building access issues and reported security concerns.
• Support the maintenance of CCTV, alarm systems, and other physical security installations where applicable.
• Ensure that access rights and contractor entry arrangements are handled through approved procedures.
• Coordinate facility-related incident reporting and support investigations into damage, equipment failures, or unauthorised access.
• Work with IT and information security teams where physical facilities support the protection of business systems and sensitive information.

8. Sustainability and Continuous Improvement

• Identify opportunities to improve energy efficiency, reduce waste, and encourage responsible use of workplace resources.
• Evaluate facility management practices and recommend improvements to maintenance planning, contractor coordination, and service delivery.
• Support the adoption of digital maintenance logs, asset registers, work-order systems, and facilities reporting tools.
• Monitor recurring faults and operational trends to identify the underlying causes of facility problems.
• Develop practical procedures for reporting maintenance requests, prioritising work orders, and communicating facility updates.
• Contribute to long-term facilities planning, including asset replacement, refurbishment, and capacity requirements.

Qualifications and Experience

• Bachelor’s degree or diploma in Facilities Management, Building Services Engineering, Mechanical Engineering, Electrical Engineering, Property Management, Construction Management, or a related discipline.
• Relevant professional certification in facilities management, health and safety, project management, or building maintenance is an advantage.
• Several years of experience in facilities management, property operations, workplace services, or building maintenance coordination.
• Demonstrated experience managing contractors, service agreements, preventive maintenance schedules, and facilities-related expenditure.
• Practical understanding of building systems, maintenance planning, workplace safety, and facility asset management.
• Experience preparing budgets, reviewing supplier quotations, maintaining operational records, and monitoring service performance.
• Familiarity with digital work-order systems, asset registers, spreadsheets, and facilities management software.
• Strong problem-solving, planning, communication, and stakeholder-management skills.
• Professional fluency in English. Estonian language proficiency is an advantage, particularly when coordinating with local contractors, property managers, and authorities.

Core Skills and Competencies

• Facilities operations and asset management
• Preventive and corrective maintenance planning
• Contractor and supplier management
• Budget monitoring and cost control
• Workplace health, safety, and risk awareness
• Building systems and technical coordination
• Space planning and workplace services
• Procurement and contract administration
• Maintenance documentation and reporting
• Sustainability and energy-efficiency initiatives
• Incident response and service continuity
• Project coordination and continuous improvement

Performance Expectations

The Facilities Manager will be expected to maintain reliable workplace infrastructure, coordinate maintenance activities efficiently, manage service providers professionally, and ensure that facility issues are resolved according to their urgency and operational impact.

Performance will be assessed through maintenance completion rates, response and resolution times, facility availability, contractor performance, budget adherence, inspection outcomes, workplace safety indicators, utility efficiency, and employee feedback on facility services.

First-Year Objectives

During the first 12 months, the successful candidate will be expected to complete an assessment of facility assets and maintenance requirements, establish a structured preventive maintenance programme, review existing supplier arrangements, and strengthen facilities expenditure reporting. Additional priorities will include improving work-order tracking, addressing recurring maintenance issues, documenting emergency procedures, and identifying opportunities to improve energy efficiency and workplace conditions.

Why This Opportunity

This position offers the opportunity to make a measurable contribution to workplace reliability, operational continuity, and employee experience within an organisation in Estonia. The Facilities Manager will have responsibility for maintaining essential infrastructure, coordinating external service providers, and ensuring that facilities support the organisation’s evolving operational needs.

The role provides scope to improve maintenance practices, implement practical workplace solutions, and contribute to cost-effective and sustainable facilities operations.

Ideal Candidate

The ideal candidate is proactive, technically aware, and highly organised, with a strong sense of ownership over workplace conditions and service quality. They can balance planned maintenance with urgent requests, communicate effectively with contractors and internal stakeholders, and make informed decisions about cost, safety, and operational priorities.

They demonstrate sound judgement, maintain accurate records, and approach facility challenges systematically. Above all, they understand that effective facilities management depends on prevention, accountability, responsive service delivery, and a commitment to providing a safe and productive working environment.

Are you interested in this position?

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