Facilities Lead - instashop

Company Description

instashop, headquartered in Dubai, is the leading online local marketplace in the UAE and Egypt . Since joining the Delivery Hero family in 2020, the global leader in online food delivery and q-commerce, instashop has been setting the standard for excellence and convenience in the region.

With a dynamic and motivated team fueled by passion and innovation, every day at instashop is an opportunity for growth and success. We champion inclusivity, diversity and collaboration, creating an environment where everyone’s achievements are celebrated and where success is the only way forward. As we continue to grow, our team keeps expanding across the UAE, Egypt and Greece, and we’re always on the lookout for new talents to join us on our success journey.

Job Description

Facilities Management & Operations

• Lead day-to-day FM operations across InstaShop locations — covering reception, maintenance, cleaning, pantry, vending machines, stationery, mail, and archiving.

• Monitor the performance and quality of outsourced services including housekeeping, pest control, and fleet.

• Supervise the FM team, manage workload distribution, and drive strategic planning for team goals and objectives.

• Handle all facilities needs across logistics hubs and dark stores, ensuring timely follow-up and resolution.

• Manage daily operational requests including desk allocation, space utilization, furniture, and parking arrangements.

Contract & Vendor Management

• Supervise renewals and negotiate contracts with external service providers (water dispensers, coffee machines, and other FM services).

• Liaise with maintenance contractors and suppliers for office consumables across all sites.

• Establish and maintain vendor files; verify accuracy of submitted documentation.

• Maintain accurate records of all contracts, annual leases, work orders, service requests, and executed works.

Service Quality & Compliance

• Review and analyze monthly third-party service reports; ensure adherence to KPIs and SLAs.

• Respond to and resolve help desk tickets raised through the Facilities department.

Asset & Procurement Management

• Manage the procurement process ensuring timely purchasing and accurate financial documentation.

• Coordinate the internal and external movement of all company assets.

Workplace Projects, Events & People Experience

• Plan and execute workplace projects, office improvements, and employee-facing events that reflect InstaShop's culture and energize the community.

• Drive people experience initiatives that foster belonging, connection, and community across all locations.

• Develop project plans and timelines ensuring initiatives are delivered on time, on brand, and with measurable impact on employee satisfaction.

Qualifications

Qualifications & Experience

• Bachelor's degree in Business Administration, Hospitality, Facilities Management, Engineering (Mechanical, Electrical, or Civil), or a related field.

• Minimum 1 years of experience in facilities management, workplace operations, or a similar fast-paced service-delivery environment.

• Solid understanding of building systems, maintenance protocols, and safety standards to effectively oversee vendor performance and ensure service quality.

Skills & Competencies

• Proficiency in MS Office and facilities management tools/systems.

• Strong contract negotiation, vendor management, and organizational skills.

• Ability to multitask and manage multiple stakeholders across locations effectively.

• Excellent communication skills in both English and Arabic.

Additional Information