Workplaces Specialist

at  Adidas

Purpose & Overall Relevance for the Organisation:
Workplaces is responsible for the active management of the workplace facilities and health & safety operations for retail stores, offices, showrooms and DC’s for adidas and enhancing workplace experience and creating great workplaces to attract and retain top talent across the globe.

The role is taking care of workplace services for locations operated by workplaces within the region Nordics by:

• Delivering a proactive, customer focused and professional operational and functional service to all Nordic employees.
• Co-ordinating of all hard and soft facilities services, ensuring all works are recorded on the relevant IT systems, Purchase Orders are placed, and goods are receipted.
• Supporting the Manager Facilities to ensure all H&S legal requirements remains fully compliant.
• Contributing to compliance with agreed Global Carbon reduction targets and any other objectives set by the Global Green Team by supporting the Manager Facilities to implement initiatives, systems and processes.

Key Responsibilities:

• Ensure workplace-related services for employees to guarantee a smooth operation on site by supporting the Manager Facilities to maintain properties by ensuring Planned Preventative Maintenance and statutory compliance schedules are achieved and by monitoring reactive maintenance works within agreed budget.
• Contribute to the enhancement and improvement of all workplaces services working with the Manager Facilities
• Work with the Manager Facilities to assist in negotiations of new and renewed contracts to gain best possible price, Terms and Conditions and Service Levels.
• Ensure Health & Safety compliance thru completion of safety rounds, Risk Assessment & Method Statement (RAMS) approvals
• Coordinate and provide administrative support for provision of external services, including monitoring Key Performance Indicators (KPIs) and Service Level Agreements (SLA’s) to enable objective measurement of contractors and suppliers.
• Coordinate and document all aspects of Facility management, including reporting for Carbon Management, ISO Certifications and purchase requisitions and purchase orders.
• Coordinate fleet vehicles and related documentation
• Ensure high quality of assigned services thru contract management and service audits.
• Report and monitor necessary documentation in accordance with applicable law.
• Interface between adidas and external service provider

Key Relationships:

• Any member of staff requiring workplaces support to Wholesale, Own retail and DC teams.
• Workplace Management Peers in other regions
• External service providers
• All Business teams.

Knowledge, Skills and Abilities:

• Experience in H&S Management – IOSH qualified (or a commitment to become qualified within the first 9 months)
• Member of IWFM (or a commitment to join)
• Planning and organisation skills
• Priority setting
• Budget and cost control
• Driving licence
• Friendly and helpful manner & Team player
• Good knowledge in the application of MS Office products
• Excellent written and verbal communication skills in English mandatory, other Nordic languages is a plus.

Requisite Education and Experience / Minimum Qualifications:

• At least 3 years’ experience of working in a Facilities Environment in an administrative/support role.
• Experience in the day-to-day co-ordination of car fleet operations
• Sound knowledge and experience of contract management.
• Sound understanding and working knowledge of systems and documentation associated with Safe working, Environmental Management Accreditations- ISO Quality management systems.
• Experience of supporting tendering processes and producing relevant documentation.

The role is taking care of workplace services for locations operated by workplaces within the region Nordics by:

• Delivering a proactive, customer focused and professional operational and functional service to all Nordic employees.
• Co-ordinating of all hard and soft facilities services, ensuring all works are recorded on the relevant IT systems, Purchase Orders are placed, and goods are receipted.
• Supporting the Manager Facilities to ensure all H&S legal requirements remains fully compliant.
• Contributing to compliance with agreed Global Carbon reduction targets and any other objectives set by the Global Green Team by supporting the Manager Facilities to implement initiatives, systems and processes

Key Responsibilities:

• Ensure workplace-related services for employees to guarantee a smooth operation on site by supporting the Manager Facilities to maintain properties by ensuring Planned Preventative Maintenance and statutory compliance schedules are achieved and by monitoring reactive maintenance works within agreed budget.
• Contribute to the enhancement and improvement of all workplaces services working with the Manager Facilities
• Work with the Manager Facilities to assist in negotiations of new and renewed contracts to gain best possible price, Terms and Conditions and Service Levels.
• Ensure Health & Safety compliance thru completion of safety rounds, Risk Assessment & Method Statement (RAMS) approvals
• Coordinate and provide administrative support for provision of external services, including monitoring Key Performance Indicators (KPIs) and Service Level Agreements (SLA’s) to enable objective measurement of contractors and suppliers.
• Coordinate and document all aspects of Facility management, including reporting for Carbon Management, ISO Certifications and purchase requisitions and purchase orders.
• Coordinate fleet vehicles and related documentation
• Ensure high quality of assigned services thru contract management and service audits.
• Report and monitor necessary documentation in accordance with applicable law.
• Interface between adidas and external service provide