Operations Lead

About Mindspace

Founded in 2014, Mindspace is a leading provider of flexible workspaces with an expanding footprint across Europe, Israel, and the US. Our design-led office spaces and on-demand offerings such as meeting rooms, event spaces, and daily offices provide the ideal solution for enterprise companies, startups, small businesses, and entrepreneurs adapting to today’s fast-evolving hybrid work environment. Mindspace is considered a lifestyle brand that has been bringing hospitality into the world of work, always putting service and experience first. A profitable operator, Mindspace has over 15.000 members in more than 40 prime locations spread across cities such as San Francisco, New York, Miami, London, Berlin, Frankfurt, Amsterdam, Tel Aviv, Warsaw, Bucharest, and more.

Why you’ll love working at Mindspace?

Mindspace is a place where employees can thrive and further develop their skill set in an inspiring and nurturing environment: great vibe, employee wellbeing, diverse community, boutique design. You’ll work with some of the best people in the industry, who love what they do. You’ll be part of a global company with deep respect and understanding for the local culture of each of its markets. Our growth is intrinsically connected to that of our employees, and as a Mindspace employee, you’ll be presented with long-term career opportunities globally.

Who is the ideal Mindspacer?

You’re a team player. You take pride in what you do and have a mindset of “I’m all in” when you do it. You know when to take action and how to take the areas of your responsibility to the next level - excellence is the name of the game. You know how to ‘read the room’ and understand the professional environment you’re in.

About the position

This full-time position includes moving between our locations in Germany and reporting directly to the General Manager with a dotted line to the Global Operations Director. You will be overseeing all operational aspects of our buildings with your team in Germany. You will wear multiple hats and lead multiple functions, including maintenance, facilities, health & safety, security, and new building openings, and will drive the success of all of Mindspace's facilities in the country.

Responsibilities

Management and Oversight Responsibilities

• Manage the maintenance of building systems and cleaning services for the Mindspace site in Germany.
• Lead a team of Operations Managers.
• Drive processes and standards to ensure compliance with local, state, and federal regulations, accreditation, and other regulatory agencies.
• Manage and track preventive and corrective maintenance programs for equipment and facilities, continually developing these processes to achieve best-in-class status.
• Negotiate terms with large facilities service providers, professionals, and contractors while maintaining strong relationships to ensure deliverables are met at satisfactory quality levels and on time.
• Develop effective strategies for planning and scheduling critical maintenance to ensure the timely completion of work and minimal disruption to business operations.
• Continuously evaluate facility processes for inefficiencies and recommend improvements.
• Support construction projects and new openings in Germany.
• Conduct periodic quality checks to ensure adherence to operations policies and procedures.
• Provide feedback to the teams on issues that hinder facility operations.
• Serve as the first point of contact for large facility maintenance emergencies.
• Liaise with landlords to ensure compliance with all regulations and contracts.
• Create maintenance protocols to ensure smooth operations for all related issues.
• Oversee building security, including access control, CCTV, and coordination with security companies.
• Collaborate effectively with various teams, including the sales and community teams.
• Demonstrate a member-focused and solution-oriented approach, with the ability to troubleshoot issues effectively.
• Lead and manage the team, leveraging technical expertise and knowledge of critical systems such as heating, cooling, and fire regulations.
• Prepare monthly reports on key performance indicators, budget analysis, and strategic initiatives.

Budget Management

• Monitor expenses closely and identify opportunities for cost savings.
• Implement cost-cutting measures, including energy efficiency initiatives, optimised supply chain management, and vendor negotiations.
• Strategically plan budgets, aligning allocations with both short-term and long-term goals.

REQUIREMENTS

Do you have the following experience?

• 5-10 years of experience in the Operations - a must
• Background in Facility Management - a must
• Hospitality background - Strong advantage
• Knowledge of security systems, IT, and AV equipment
• A problem solver with exceptional project management skills and multitasking abilities
• Proactive, independent, and a team player
• Strong oral and written communication skills both in German and English
• Good working knowledge of Critical systems like Heating, Cooling & fire regulations
• Exceptional project management skills and multitasking abilities
• Tech-savvy

Critical competencies for success:

• Be a great communicator, able to convey messages in a clear and concise manner
• Entrepreneurial spirit and a passion for working in a dynamic and spirited environment could come in handy
• To cope with all the responsibilities, we would need someone of high integrity who is flexible, dependable, responsible, and empathetic.
• You must be a thorough, self-aware worker who is able to recognise errors when made, and to take the necessary steps to correct them
• Motivation and a strong work ethic would get you very far
• A problem solver – you are a highly resourceful thinker who is quick on their feet and a fast learner
• Must be Hands-on. Getting the basics right is essential to us.

Benefits

At Mindspace, we understand that work is more than just a job. That's why we provide our employees with exceptional benefits, such as:

• Generous annual leave allowance
• Meal benefits via a lunch card
• Gift vouchers on birthdays and Christmas
• Access to a mental health app
• Subsidized public transport subscriptions
• Engaging team and end-of-year events
• We're a people-centric organization committed to ensuring our employees excel in learning, growth, and impact, and receive acknowledgment for their outstanding contributions. We offer continual growth opportunities and ensure swift integration into the team through a thorough onboarding process.

Please submit your application in English.