Head of Facility and Administration Management​ | f/m/d

About the Position

Head of Facility and Administration Management​ | f/m/d

Warsaw

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About Us

ERGO Technology & Services S.A. (ET&S), a member of the Munich Re and ERGO Group, is delivering integrated IT and business services to international markets. Our expertise lies in providing advanced IT services, with a focus on modern, business-driven technology solutions. On the business side, we also support the Group in various end-to-end insurance processes, including finance, operations, and underwriting. With offices in Warsaw and Gdansk, and strong global partnerships, we foster a dynamic, multicultural environment that promotes diversity and international opportunities.

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About the Role

As the Head of Facility and Administration Management, you will be responsible for shaping and delivering the strategy for all administrative and facility operations. This role ensures safe, efficient, and compliant workplaces that support employees and business goals, while leading a multidisciplinary team, managing budgets, and driving both strategic initiatives and day-to-day operational excellence.

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Responsibilities

• Driving strategic decision-making across administration, facility management, and workplace services to ensure alignment with business objectives
• Managing day-to-day administration and facility operations, maintaining safe, compliant, and efficient office environments
• Establishing and maintaining review and control mechanisms, monitoring service quality, compliance, cost efficiency, and operational risks
• Preparing and presenting financial summaries, cost analyses, and management reports related to administration and facility management
• Leading the annual risk assessment process and ensuring appropriate mitigation strategies are in place
• Managing relationships with external vendors and service providers, including monitoring performance and ensuring SLA compliance
• Acting as a key stakeholder, partnering closely with Finance, HR, IT, Security, and Executive Management
• Driving space planning initiatives, including office reconfigurations, relocations, and expansions, while analyzing space utilization data, optimizing workplace design for hybrid and in-office models

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Requirements

• Fluency in English (C1)
• 15+ years of professional experience in Facility Management, Administration, or Corporate Services, preferably in a multi-location, international corporate environment
• Proven experience in managing office relocations / fit-out projects, including vendor coordination, landlord negotiations, and continuity of operations
• Hands-on experience in Health & Safety and Emergency Management, including implementation of safety standards, procedures, and drills
• Experience leading and developing operational teams across multiple locations and managing local team leaders
• Strong vendor and budget management experience, including contract oversight and service performance governance
• Very good knowledge of the local market (Warsaw) and experience working closely with local suppliers and stakeholders

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Perks & Benefits

Let's be Healthy

Medical package, sports card, and numerous sports sections – these are some of the benefits that help our employees stay in good shape.

Let's be Balanced

Work-life balance is a key aspect of a healthy workplace. We offer our employees flexible working hours, a confidential employee assistant program, as well as the possibility of remote working. However, staying at home with our in-office gaming room and dog-friendly office in Warsaw won’t be easy.

Let's be Smart

We organize numerous workshops and training courses. Thanks to hackathons and meetups, our specialists share their expertise with others. Additionally, we have a wide range of digital learning platforms and language courses.

Let's be Responsible

Each year, we participate in several CSR activities, during which, together with our colleagues, we do our best to create a better future.

Let's be Fun

Company-wide bike races and soccer matches, film marathons in our cinema room, or other engaging team-building activities – we got it covered!

Let's be Diverse

Every team member is valued, regardless of gender, nationality, religious beliefs, disability, age, and sexual orientation or identity. Your qualifications, experience, and mindset are our greatest benefit!

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