Clearwater Analytics
Facilities Lead, EMEA
Edinburgh
Posted 6 days ago
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The Europe Lead, Facilities
This people-manager role oversees the planning, operation, and continuous improvement of Clearwater Analytics’ European office portfolio, enabling workplaces that are safe, efficient, flexible, and culturally aligned. The Europe Lead, Facilities collaborates closely with HR, IT, Finance, and Executive Leadership to ensure consistently high standards across multiple European countries while driving cost-efficiency, staff satisfaction, and business continuity.
The role delineates direct accountability for:
- Office operations and vendor relationships
- Real estate strategy from leasing to space planning
- Health and safety compliance and emergency preparedness
- Employee experience programming and events
- Physical security governance
- Transportation services
- People leadership of a regional facilities team
Key Responsibilities
Office Operations & Vendor Management
- Lead day-to-day operations across all European office locations to ensure cleanliness, functionality, and proactive maintenance.
- Source, onboard, and manage third-party vendors (janitorial, security, catering, maintenance, courier, furniture), including competitive bidding and local compliance considerations.
- Negotiate and administer contracts, monitor SLAs, and enforce accountability.
- Oversee preventive maintenance programs and resolve reactive requests through the digital ticketing system.
- Coordinate with landlords, building managers, and local service providers across all sites.
Space Planning & Real Estate
- Partner with HR, Finance, and Executive Leadership for headcount forecasting to guide leasing and space allocation.
- Drive seat-utilisation analyses and deploy data-led strategies (e.g., scalable layouts, hybrid models) to optimize leasing spend.
- Lead office build-outs, reconfigurations, and relocations—from site selection through to successful occupancy.
- Maintain acuate CAD/CAFM drawings and track real-time space allocation.
- Serve as the primary Facilities contact for lease negotiations, renewals, and expansions, ensuring alignment with Legal and Finance while navigating country-specific laws.
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Health, Safety & Compliance
- Own the European-wide Health & Safety program, ensuring adherence to EU Framework Directive 89/391/EEC, local fire codes, accessibility standards, and internal EHS policies.
- Conduct regular inspections, risk assessments, and emergency drills, tailored to jurisdiction-specific requirements.
- Maintain and test emergency response plans (fire, medical, security) and coordinate with local authorities.
- Ensure all permits, COCs, and regulatory filings remain current across Europe.
- Investigate workplace incidents, conduct root-cause analyses, and address gaps to prevent recurrence.
- Lead primary point-of-incident response across internal teams, vendors, and local authorities.
Employee Experience & Events
- Champion a curated workplace experience reflecting Clearwater’s culture and supporting inclusivity.
- Collaborate with HR, People Operations, and DE&I to plan staff engagement programs, amenity upgrades, and milestone celebrations.
- Oversee reception, mail, and hospitality operations for first-class impressions.
- Gather and act on employee feedback to refine the workplace.
- Ensure day-one readiness for new hires, including workstations, credentials, and orientations.
Physical Security
- Own end-to-end physical security, including access control (AS/IS), CCTV, alarms, and vendor guard services, with GDPR alignment.
- Partner with IT and InfoSec to integrate digital and physical security measures.
- Manage security vendor contracts and compliance, performing regular assessments.
- Develop and enforce security protocols (badge issuance, visit controls, after-hours access).
- Lead incident response for security breaches, working with HR, Legal, and authorities as required.
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Location-Specific Programs
- Ensure transportation operations meet ADA accessibility requirements.
- Partner with HR and Finance on commuter benefits (e.g., transit accounts) and related communications.
People Leadership
- Supervise and mentor European Facilities Coordinators/Office Managers.
- Cultivate a high-performance team culture grounded in collaboration and service excellence.
- Foster global standardization through cross-region knowledge sharing.
What We Are Looking For
Required:
- 7+ years’ experience in facilities management, including 3+ years in management roles.
- Proven track record managing multi-site offices in Europe, ideally within technology or high-growth businesses.
- Deep knowledge of EU Health & Safety Directive 89/391/EEC, local building codes, GDPR, and compliance requirements across multiple jurisdictions.
- Security program experience, including access control, CCTV, and guard contracting.
- Proficiency with CAFM/CMMS, workplace analytics, and space-planning tools.
- Strong communication skills for multi-stakeholder coordination and presentations to senior executives.
- Listen, conversational proficiency in English (and preferably additional EU languages to support diverse teams).
- Willingness to travel up to 25% across Europe.
- Physical ability to handle routine facilities tasks (e.g., lifting up to 50 lbs/23 kg).
What We Offer
- Competitive remuneration: base salary + comprehensive benefits (private medical, dental, healthcare cash plan, gym perks).
- Pension contributions aligned with industry standards.
- 34 days’ annual leave (increasing by +2 days annually) + 2 days’ leave.light (contra pro rata).
- Professional development opportunities, including budgets for facilities certifications.
- A mission-driven workplace with direct impact on the experience of thousands of employees.
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Skills
Facilities Management
Vendor Management
Health And Safety Compliance
Space Planning
Real Estate Strategy
Employee Experience
Physical Security
Team Leadership
Communication
Stakeholder Management
Problem Solving
Project Management
Data Analysis
Negotiation
Customer Service
Continuous Improvement