Manager: Facilities - DHL Supply Chain

Role Outline

The role is responsible for all activities related to warehouses and offices' layout, including the installation and maintenance of electrical systems, fire prevention systems, automation equipment, shelf/rack units, heating and cooling system, hydraulic ramps etc. and material handling equipment leased onsite.

It also has to take care of controlled temperature systems for specific goods (e.g. pharma) and implies the preparation of technical specifications, metric calculation and cost evaluations. Part of the responsibilities is the management of all third-party’ suppliers of this area, as well as site inspections. The role has a very specific competence and knowledge of processes and site requirements. Close collaboration with Real Estate function for fit out check for a new facility and support building release to the Landlord.

The responsibility of this role covers, in general, the governance and organization of all the technical activities (e.g. layout drawings, metric calculation, contract requirements, cost evaluations, material handling equipment requirements) and the maintenance activities. The role has to manage directly and indirectly where applicable "technical staff including Material handling equipment champions" checking all third parties’ suppliers of this area, as well as site inspections.

Close cooperation with:

• Real Estate function for fit out check for a new facility and support building release to the Landlord.
• Procurement for tender organization. 
• Finance to control and checking maintenance costs. 
• Accelerated digitalization team to bring technological uptodate solution to facilities and;
• Material handling equipment supplier.

Key Responsibilities

• Support the Site Facility Management Team.
• Prepare and check maintenance contracts.
• Act as a strong consultant for technical needs, problems, and feasibility studies for BU colleagues.
• Coach and drive BU staff on technical plant installation and maintenance.
• Understand warehouse/office layouts and drawings, merging technical requirements with Country Laws, CRE, and DSC Security/Safety/IT; example: Collaborate with IT to understand LAN infrastructure and its impact.
• Analyse and optimize the implementation and maintenance of technical systems.
• Provide guidance to GBS Procurement Dept for facilityrelated tenders, supplier appointments, and service level agreements.
• Support risk consultants in cooperation with GBS Risk Dept.
• Assist Site Teams in managing facility management risks and mitigation plans, ensuring communication to limit business exposure.
• Ensure all sites have a Preventative Maintenance Plan (PMP) and related budget.
• Prepare technical requirements in compliance with Country Laws and intervention results.
• Support BU colleagues during site inspections and construction surveys.
• Collaborate with CRE for optimal negotiations with Landlord.
• Work with RES in case of venturing.
• Collaborate with Legal and Procurement to prepare maintenance contracts.
• Partner with Finance to control and monitor maintenance costs and asset status.
• Roll out plans related to energy savings and efficiency.
• Communicate new technology initiatives for business efficiency.
• Participate as a member of the Internal Energy Board.
• Be a member of the Internal Technical Board.
• Support BU staff in analysing maintenance costs.
• Involve in BCA & Project Brief with facility management requirements.
• Maintain a strong connection and "technical interface" with Staff/GBS Functions.
• Build strong relationships with landlords to ensure leasehold commitments are met.
• Responsible for Supplier Evaluation (Quality System).
• Ensure facility management SOPs and WIs are implemented and adhered to.
• Conduct building and property condition assessments and management to ensure timely closure of maintenance issues by the BU.
• Serve as the editor for the maintenance management procedure (Country Quality System).
• Collaborate with Institutions, Municipalities, and Fire Brigades during audits/surveys.
• Collaborate with DHL procurement to understand contract terms, pricing, and service level agreements (SLAs) with suppliers for costefficiency and quality of service.
• Act as the point of contact for the MHE supplier, handling escalations, negotiations, and maintaining strong relationships throughout the contract period.
• Conduct regular performance reviews of suppliers, monitor key metrics, and address performance gaps or escalations with DHL sites.
• Collaborate with internal stakeholders to identify MHE requirements, evaluate equipment needs, and recommend upgrades or replacements.
• Identify opportunities for material handling equipment process improvements, cost reduction, and operational efficiency enhancements with crossfunctional teams.
• Serve as the functional reference for Site SHEQ/BCM/Facility Management Coordinators.
• Direct management as "technical manager" for suppliers, consultants, and engineers.

Qualifications & Experience

Education:

• Degree in Engineering (Essential).
• Working knowledge of Health, Safety & Environmental regulations and laws.
• Ability to review lease agreements.
• Dynamic and goal-oriented.
• Influential and impactful.
• Acts on own initiative while also being part of an integrated team.
• Able to collaborate with operational management across all levels within a country.
• Able to collaborate with operational management across all levels within and outside a country.
• Solid experience in Civil/Plant Engineering.
• Capable of adapting physical observations on the shop floor into performance management concepts (design), including collaboration with Site Facility Coordinators (consultancy).
• Able to drive change in work processes.
• Indepth understanding of country technical laws and warehouse systems.
• Lead member of a technical board or similar (e.g., energy board).
• Strong cooperation with MLEMEA colleagues in the same role.
• Provide technical support to BU Leads during the purchasing of technical assets and maintenance interventions/contracts.

Experience:

• Strong technical background in logistics building.
• Experience in Facilities Management Industrial Sector.
• Experience as technical supervisor, maintenance supervisor and technical designer.
• Experience in warehouse projects.
• Experience in Facilities Management tools – CMMS.
• Ability to manage a national, multicultural team (essential).

Functional Competencies

• Communication and negotiation skills.
• Coordination of technical teams.
• Ability to manage complexity.
• Innovator and team inspirator.

DPDHL Core Competencies & Skills

• Maintains effective relationships with customers.
• Develops and delivers high-quality/innovative products, services or solutions.
• Focuses on customer needs and gains their commitment.
• Gains management/colleague support to meet customer needs.
• Ensures strategies/plans are aligned and reflect others’ views.
• Develops strategies/plans aligned to broader organizational strategy.
• Communicates strategy.
• Establishes clear, challenging and achievable objectives.
• Aligns resources and the organization within own area of responsibility to achieve objectives.
• Regularly reviews and communicates progress against objectives and adjusts as needed.
• Champions continuous improvement and innovation.
• Inspires results and respect by empowerment, accountability recognition and rewards recognizing the contribution of others.
• Provides employees, colleagues and business partners with candid and regular feedback.
• Provides employees with development opportunities.
• Supports employees with career opportunities.
• Inspires others to develop themselves.
• Conveys a clear sense of personal goals and values.
• Actively seeks feedback to improve performance.
• Develops new skills and modifies behaviours based on feedback.
• Takes personal responsibility for career and development.