Position Summary
Within Real Estate Controlling, the central governance and continuous development of relationships with external Property Managers and Facility Managers across the European portfolio is managed and coordinated.
The objective of the function is to establish, maintain and continuously enhance consistent standards, governance frameworks, service levels and contractual arrangements across all countries and service providers.
As a Senior Associate Financial Control & Procurement, you will play a key role in the professionalisation, harmonisation and optimisation of PROXITY’s pan-European Property Management and Facility Management operating model. A particular focus of the role will be the independent management of tendering and procurement processes as well as the ongoing development and optimisation of our service provider and contractual framework.
Key Responsibilites
1. Tendering & RFP Management Independently plan, structure and execute end-to-end RFP and tender processes for Property Management, Facility Management and other related services across multiple European markets
Develop tender strategies, timelines, bidder lists, evaluation criteria and governance frameworks for procurement processes
Prepare comprehensive and audit-ready tender documentation, including service specifications, scopes of services, commercial proposal structures and contractual requirements
Coordinate bidder communication, manage Q&A processes and organise presentations and negotiations
Independently evaluate commercial and qualitative proposals, prepare decision papers and provide well-founded recommendations to internal stakeholders
Coordinate contract award processes and work closely with Legal and internal stakeholders during contract negotiations and finalisation
2. Service Provider Consolidation & Standardisation
Analyse the existing Property Management and Facility Management service provider structure across the portfolio
Develop and implement initiatives to consolidate and optimise the external service provider base while ensuring business continuity and local market requirements are maintained
Standardise scopes of services, contractual frameworks, pricing models, reporting obligations, escalation procedures and governance requirements across countries
Identify opportunities for portfolio bundling, framework agreements and cross-border synergies
Maintain a structured overview of service providers, contracts, renewal dates, termination options and upcoming tender requirements
3. Governance, Contracts & Performance Steering
Define and further develop Property Management and Facility Management standards, service levels, scopes of services and KPI frameworks
Ensure the consistent application of governance, reporting and escalation processes by external service providers
Monitor service provider performance against contractual obligations, agreed service levels and defined KPIs
Prepare and conduct regular performance reviews and drive the implementation of improvement measures
Support the harmonisation and continuous improvement of contract templates, policies, manuals and operational procedures
4. Stakeholder Management & Project Work
Act as a central interface between Real Estate Controlling, Asset Management, Technical Asset Management, Legal, Finance and external service providers
Coordinate cross-functional workstreams and ensure clear ownership, timelines and decision-making processes throughout tendering and implementation projects
Prepare management updates, decision papers and portfolio-level analyses
Take ownership of projects relating to service provider transitions, onboarding, contract harmonisation and process optimisation
Your profile
Qualifications & Experience
Degree in Real Estate Management, Business Administration, Finance, Law, Engineering or a related field
5+ years of relevant professional experience in Property Management or in a central oversight or governance function managing external Property…