Regional MAC Team Lead (Project Manager/ PMO)

Regional MAC Team Lead (Project Manager/ PMO)

Key Purpose 

Managing the processes for the ISS MAC and Minor Works team, including the planning, scopes of work, and costing, for all moves, adds, changes, and minor works streams. WebCore data maintenance: occupancy reporting and validations, additions and removals of colleagues or business allocations, and business data reports. Support the MAC contracts manager with the above-base project financial reporting. Manage and monitor the quotes that are being sent to the client for accuracy and reporting reasons. This position is client-facing and they must always professionally present themselves.

Success Criteria

• People Management - the ability to interface with diverse client stakeholders and ISS vendor teams
• Commercial Awareness - the ability to understand the key financial, labor, and material variables and identify the business where improvements can be made
• Customer Orientation - the ability to understand Client needs and work politely and diligently
• Resource Management - recognizing where labor and materials can be saved and bringing this to the Manager's attention
• Work Standards - the ability to recognize, implement and maintain high standards of excellence in the areas of quality, safety, and operational performance within the Client account
• Resilience - the ability to maintain an objective and positive focus through periods of high and sustained work pressure
• Decision maker- the ability to make key decisions as and when appropriate during the project life cycle without waiting for prompting

Key Areas of Collaboration and Influence

• Communicate effectively with colleagues within the Business Unit and across the company so that information is disseminated effectively and participate in project groups and meetings as required 
• Promote the OneISS model within the ISS community 
• Transfer best practice 
• Use the account to promote and further develop ISS 

Ideal Candidate Experience

• The job holder must be experienced in project management administration and know well about project coordination and the move process
• Excellent IT skills required with key knowledge of Excel, Word, PowerPoint, and Microsoft Projects
• Demonstrate experience in managing financial tracking and operations
• Experience with estimating project costs and presenting high-quality cost documents to customers
• Managing and coordinating move projects, small projects, and interior design
• Demonstrate IT literacy capability for a software application with full literacy with the Microsoft Office suite
• Demonstrate experience in managing time to deliver quality information to stakeholders
• Excellent communicator, Strong Team Player, Motivated, Self-starter

Key Accountabilities

Operational:

• Provide ownership, coordination, and management of all moves and relocations, MAC led changes, and power and data changes where required within the Moves & Changes delivery stream up to the value of $100k
• Oversee the supplier teams that build the costs for all works, the moves, and project coordinators
• Manage and coordinate all aspects of weekly desk moves; review moves submittals and obtains approvals from BU POC's providing the best value for the client and colleague
• Build strong relationships with the Portfolio Optimization managers and delivery managers to gain a knowledge of coming works
• Maintain oversight of quarterly validations with the team coordinator
• Manage all above-base costs to ensure all submissions are correct and have the supporting paperwork
• Operational oversight working with the move manager by participating in move planning by liaising with the business to assist with planning, scheduling, and executing large relocations and/or restacks
• Space Coordination by liaising with the business to understand space/occupancy requirements and development
• MAC; manage Day 1 support items; maintain and report monthly and annual metrics/average costs per move
• Provide the space planning requirement to the NY Metro AutoCAD team, who maintains, when applicable, as-built plans; perform test fits; design furniture changes; maintain and distribute as-built PDFs to stakeholders
• Prepare monthly billing information to be passed back to the financial team
• Monitor workloads and report when the resource is over or underutilized
• Ensure all completion documentation is in place and filed following completion of all works
• Attend regular update meetings with the MAC team to review current contracts and upcoming projects
• Survey and verify all locations coordinating communicating schedules with vendors, technology support, and all stakeholders
• Process all Work Requests into A/P as related to project sites
• Create Purchase Orders, process invoices, and maintain status
• Coordinate all Furniture deliveries, and inventory on-site and off-site storage
• Work in tandem with the Contract Manager for MAC to ensure all standards are met with key stakeholders and FM on Branded meeting rooms, interior finishes, signage, templates, and desk locators branding projects
• Meet regularly with the regional delivery teams to share ideas and continuously improve the service provided to the client
• Management oversight that data held in WebCore is maintained and updated once moves have been completed 
• Liaise with the portfolio optimization team regularly, ensuring the system is always up to date, and that all works fall in line with the Portfolio Optimization strategy

 Managing Risks/ Opportunities and Issues:

• Ensure that POs are raised and tracked before work takes place
• Analyzing all significant risks and making recommendations or initiating corrective action as appropriate
• Meet with application managers and communications support to coordinate all moves, changes, and project-level restacks
• Ensure all service partners, employees, and contractors carry out their change duties
• Capital Project Support (serve as local SME working along with the FM; provide site coordination and guidance; assist in the management of small capital works)
• Support Audit and Compliance functions (BCM; data privacy; Service First attestations etc.)
• Meet bi-weekly with the Senior ISS management to provide accurate updates on work status

Sign Off/Gatekeeper:

• Confirm Business cost center and COO approval
• Obtain Barclays Webcore approval for all MAC work quotations before any work commences
• Ensuring that all works have financial approval before being added to the schedule of works list
• Track client’s direct costs, as well as ISS costs
• Attend meetings with end users after any Capital Project to discuss day two issues, changes not done during the project, and future for space allocation
• Work out the best method of achieving end users’ requests; determine what product best suits the change needed
• Occupancy & Space Reporting (weekly desk location report; monthly occupancy report; monthly SF allocation per cc)
• Budget Owner (MAC and furniture spend) to be reviewed monthly with MAC Lead

Client Relationships:

• Create Work Requests based on COO and Business Manager requests
• Attend meetings with end users (clients) to discuss space planning, business needs for new joiners, promotions, and changes to workstations, trading desks, offices, and conference room layouts
• Take lead and prepare the best methods of achieving end users’ requests; determine what product best suits the change needed
• Maintain day to day contact with Client representatives to review and resolve operational matters
• Provide clients with regular updates and management information on financial issues
• Support USCB FM's (ISS) (support BAU items/projects/ requests as needed; colleague communication of changes/updates/facility guidelines

Safety/Environment:

• To bring to the teams’ attention any safety issues
• To conduct day to day operations with due regard to environmental standards, legislation, and regulatory requirements
• HSE - Ergonomic Equipment (procure, track, coordinate delivery, and report on all prescribed equipment for colleagues) moves will follow MAC matrix
• Coordinate all furniture change requests as it relates to ergonomic furniture assessments

Quality:

• Ensure that the highest quality standards are applied in all areas of day-to-day activity to satisfy and maintain ISS Integrated Solutions defined standards and the requirements of external quality verification
• Provide an outstanding Colleague experience throughout the MAC delivery process

HSEQ Compliance: All employees must adhere to Health, Safety, Environment, and Quality (HSEQ) policies and procedures to ensure a safe and compliant work environment. This includes following safety protocols, maintaining environmental responsibility, and upholding quality standards in all tasks. Employees are expected to actively participate in HSEQ training and report any potential hazards or compliance concerns. 

Physical Demands & Work Environment  

• Prolonged periods of sitting at a desk and working on a computer 
• Must be able to lift up to 15 pounds at a time 
• Must be able to work under pressure and time deadlines during peak periods 
• Potential travel required 10% to 15% per year 

ISS offers full time employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program based on employment status. The annual salary range for this position is $150000.00 per year - $170000.00 per year. Final compensation will be determined based on experience and skills and may vary from the range listed above.

As a global organization, ISS Group is committed to making the international community more resilient and just for all people. We encourage diversity and inclusion in their broadest terms, including ethnicity, race, age, gender, gender identity, disability, sexual orientation, religious beliefs, language, culture, and educational background. We look to lead our industry by example and to positively influence the market wherever we operate.