Premises Operations & Key Project Manager

Your role

Are you solid as a rock when delivering large projects with set deadlines and budget? Are you passionate about corporate real estate portfolio strategy? Do you know how to manage and motivate teams? Are you interested in sustainability topics, from environmental management to LEED certifications? Do you like to analyze complex data?

This role includes assisting the team with strategic planning and management of the real estate portfolio for all UBS AUS/NZ offices, includes all AUS/NZ premises projects and related activities for UBS. For the first 18 months this role will assume the responsibility of Project Sponsor for the new UBS Sydney office project. This will require leadership of the project team taking responsibility to deliver the new Sydney office to the agreed time frame and budget allocated.

Major responsibilities would include:

Real Estate:
- Involvement with Real estate short and long term strategy, negotiation with Landlord directly or through real estate consultants for any lease related transaction
- Real estate planning, space planning / optimisation solutions for changing with business requirements
- Prepare recommendation papers and seek property and cost approvals for minor works projects from UBS management within designated areas of responsibility and in line with limits of delegation
- Managing and vetting the AUS/NZ Rental Invoices on a monthly basis to ensure the data is accurate to recommend for approval
- The ongoing development and issuing of monthly occupancy space utilisation reports
- Ensure AUS/NZ comply with Regional requirements relating to the supervision of 3rd Party Real Estate providers

Projects and Churn Management:
- Manage all UBS AUS/NZ locations for projects including office fit-outs (new and old), churns, office refurbishment and office stacking
- Work closely with Real Estate team locally and regionally (business management included) to provide Real Estate support that is consistent and coherent with the global framework in each of the UBS offices
- Generate RFP's for tenders with fair value recommendations working with the Procurement team
- Programme management of projects allowing successful planning in line with operating procedures for each phase of work, from start through to handover
- Monitor & proactively recommend workplace asset replacement / refurbishment in line with lifecycle / workplace conditions
- Prepare recommendation papers for business cases defining costs and benefit analysis
- Manage all UBS AUS/NZ locations for reporting on space allocation and premise vacancy to be charged back and issued to business departments
- Consistent application of Real Estate related tools

Site Operations:
- Interact effectively with UBS internal business partners and establish a balanced engagement model with each of them and work with them in a professional and proactive challenging approach to ensure a balance between businesses requests and Real Estate strategy and policies.
- Manage all UBS AUS/NZ facilities operations on cost management, budget and forecasting
- Overall management of external Integrated Facilities Management service provider which includes SLA's to ensure KPI's are being achieved, monthly reporting, QBR reviews and performance management
- Manage all UBS AUS/NZ locations in corporate real estate and operations for incident management and escalation, business continuity / contingency planning
- Establish and maintain strong and effective working relationships with all business department managers
- Develop and maintain effective lines of communication to create best in class service delivery to all business partners and project stakeholders
- Manage and monitor regular workplace and condition inspections, ensuring the work items are appropriately instructed Include regular interaction with key business unit contacts to ensure satisfaction
- Provide managerial guidance to the local delivery teams and resolve first level enquiries
- WH&S ongoing development and management

Join us

At UBS, we know that it's our people, with their diverse skills, experiences and backgrounds, who drive our ongoing success. We’re dedicated to our craft and passionate about putting our people first, with new challenges, a supportive team, opportunities to grow and flexible working options when possible. Our inclusive culture brings out the best in our employees, wherever they are on their career journey. And we use artificial intelligence (AI) to work smarter and more efficiently. We also recognize that great work is never done alone. That’s why collaboration is at the heart of everything we do. Because together, we’re more than ourselves.
We’re committed to disability inclusion and if you need reasonable accommodation/adjustments throughout our recruitment process, you can always contact us.

Your team

You will be working in UBS Group Real Estate and Supply Chain (GRESC) – in our Sydney offices. Our function supports UBS by driving UBS’s real estate strategy and delivery as well as all related services (e.g. facility management). We manage the Strategic Delivery within Australia/NZ for all services and strategy. We furthermore are advancing our global procurement strategy and identifying and delivering sourcing opportunities that provide optimal value and drive digitalization through our platforms.

Your expertise

You should have a proven client-facing background with a minimum of 5 years experience ideally gained within a financial institution. You should possess the drive and self motivation to work independently, along with excellent communication skills necessary to operate effectively within the broader department and business as a whole.

Required Skills:
- Strong organisational and people-management skills
- Strong team player and relationship management skills with internal stakeholders/external vendors
- Highly meticulous attention to detail
- Strong relationship management
- Sound presentation and documentation skills
- Strong initiative and business/common sense for decision making / escalation of issues
- Excellent MS office skills
- Clear and concise communication

Required Background:
- Hands on experience delivering large office fitout projects
- Hands-on experience in vendor management and operations
- Strong project / change management skills, great team player and interpersonal skills
- Strong people management experience

Additional Skills:
- Experience in Service Mangement is preferred
- Building systems knowledge
- Budget & Finance tracking skills *#LI-Hybrid

About us

UBS is a leading and truly global wealth manager and the leading universal bank in Switzerland. We also provide diversified asset management solutions and focused investment banking capabilities. Headquartered in Zurich, Switzerland, UBS is present in more than 50 markets around the globe.
We know that great work is never done alone. That’s why we place collaboration at the heart of everything we do. Because together, we’re more than ourselves. Want to find out more? Visit ubs.com/careers.