Facility Management Specialist

Job Description

This is a fixed term contract for 12 months.

We are looking for a resourceful and skilled Facility Management Specialist based in Stockholm who will be responsible for construction processes and warehouse facility management to join our team. The ideal candidate will be managing real estate legal matters and the construction phase of the warehouse. 

About the role:

As a Facility Management Specialist, your role revolves around facility management, contract negotiations, and liaison with authorities, landlords and agencies.

Real estate & construction support

• Site research & launches: assist with local site scouting and research via agencies to identify growth opportunities.

• Fit-outs & refurbishments: act as the on-site point of contact for architects, designers, and contractors during the construction, fit-out, or reinstatement phases.

• Permits & compliance: assist in preparing and filing documents for municipal approvals, permits, and licenses. Conduct regular on-site safety checks to ensure compliance with Swedish regulations.

• Lease administration: support contract negotiations and lease renewals by coordinating with landlords, agencies, and legal teams. Promptly update information and key lease details though internal systems. 

Facilities & maintenance

• Issue resolution: act as the first contact for daily facility issues, repairs, and maintenance requests across Swedish Dmarts.

• Maintenance calendar: execute and monitor the monthly maintenance calendar to minimize store downtime and keep daily operations running smoothly.

• Vendor coordination: Supervise third-party facility providers and contractors on-site, ensuring their work meets set KPI standards.

Asset tracking & reporting

• Asset lifecycle: update and maintain the local asset tracking system to monitor equipment status, warranties, and performance.

• Equipment provisioning: ensure all stores are fully equipped with necessary operational assets for launch and daily use.

• Reporting & documentation: maintain accurate local records of maintenance schedules, compliance certificates, and invoices. Assist in gathering data for CAPEX/OPEX budget reporting

• Full oversight of Real Estate and Facility Management CAPEX/OPEX budgets for the country. Proactive identification of synergies and optimization opportunities  

Qualifications

• Minimum 2 years of working experience in expanding warehouse networks

• Extensive understanding of commercial real estate, regulations and licensing processes is a must

• Contract deal point negotiation skills and techniques with strong command of the industry terminologies

• Ability to manage complexity and comfortable with ambiguity

• Ability to work autonomously with strong attention to detail and exceptional organizational skills

• Positive attitude with strong personal and interpersonal skills