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 Management and Facility Management service providers
- Proven hands-on experience in independent planning and executing end-to-end tendering and RFP processes, ideally for Property Management and/or Facility Management services
- Strong understanding of Property Management operating models, scopes of services, commercial structures and service provider contracts
- Experience in the consolidation, standardisation or transition of external service provider structures across assets, portfolios or countries
- Experience in contract negotiations and the preparation of structured, audit-ready procurement and decision-making documentation
Skills & Competencies
- Independent, structured and process-oriented working style with a high degree of ownership from initial concept development through to contract award and implementation
- Strong commercial judgement and analytical skills, with the ability to evaluate complex proposals and translate findings into clear recommendations
- Strong stakeholder management and negotiation skills, with the ability to manage and develop external service providers while driving decisions forward
- Excellent communication and project management skills in an international and cross-functional environment
- Excellent written and spoken English; German and additional European languages are considered an advantage
- Willingness to travel occasionally within Europe
Contact information
Lisa-Marie Marx Senior Manager HR
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