Function: Corporate / Facilities
Location: Canton of Vaud, Switzerland
Reports to: Corporate Services / Management
Employment Type: Fixed-Term Contract – 6 months
Work Schedule: Part-Time – approximately 3 days per week
Language: Fluent French and English required;

Role Overview

CTS is looking for an experienced Office Relocation & Facilities Project Manager to lead the preparation, coordination and execution of the move into our new office in the Canton of Vaud.

This is a hands-on, fixed-term assignment combining facility management, workplace planning and project management. The successful candidate will coordinate the office set-up from layout and fit-out through vendor selection, operational readiness and final relocation, ensuring the new workplace is delivered to a high standard and ready to operate effectively from day one.

Working closely with architects, internal stakeholders, external suppliers and local authorities where required, the role will also establish the facility-management structure, suppliers, processes and services required for the new office.

The environment is fast-paced and expectations are high. We are looking for someone able to take ownership of the project, anticipate issues, coordinate multiple stakeholders and drive actions through to completion.

Key Responsibilities

Office Relocation & Project Management

• Take ownership of the office relocation project from planning through final move and operational handover.

• Develop and maintain a clear project plan covering key milestones, dependencies, responsibilities, budget considerations and deadlines.

• Coordinate all workstreams required to ensure the new office is fully operational on time.

• Manage multiple external suppliers and internal stakeholders simultaneously.

• Identify potential risks or delays early and implement practical mitigation actions.

• Provide clear and regular project updates to management.

• Coordinate the physical relocation, including moving companies, sequencing, logistics and employee move planning.

• Ensure minimal disruption to business activities during the transition.

Workplace Design & Fit-Out Coordination

• Act as the primary operational interface with the architects and other workplace-design partners.

• Review proposed office layouts from a practical facility-management and workplace-operational perspective.

• Provide input on space utilization, employee flows, meeting spaces, storage, reception, catering, technical areas and other workplace requirements.

• Coordinate internal requirements and ensure they are appropriately reflected in the final office design.

• Challenge designs constructively where operational functionality, maintainability or employee experience can be improved.

• Support coordination of furniture, fixtures, equipment and other workplace installations.

• Monitor fit-out progress and ensure identified issues are resolved prior to handover.

Facilities Management Set-Up

• Establish the facility-management structure required for the new office.

• Identify all services required for day-to-day operation and define appropriate service levels.

• Source, evaluate, negotiate and appoint external suppliers across areas including:

  • utilities and energy services;

  • cleaning and waste management;

  • catering / food services;

  • landscaping and gardening;

  • office maintenance and technical services;

  • security and access control;

  • workplace supplies;

  • moving and logistics services;

  • relevant IT and telecommunications infrastructure in coordination with the IT team.

• Establish vendor contacts, contracts, escalation routes and service-management processes.

• Develop practical facility-management procedures and responsibilities for the ongoing operation of the office.

• Ensure all operational requirements are tested and functioning prior to employee occupancy.

Vendor Sourcing & Commercial Management

• Identify high-quality local suppliers and service providers.

• Manage competitive sourcing and quotation processes where appropriate.

• Compare suppliers based on quality, reliability, cost, service capability and long-term suitability.

• Negotiate commercial conditions and service agreements.

• Ensure contracts clearly define responsibilities, service levels and expectations.

• Track relevant project and facility costs against agreed budgets.

• Maintain strong supplier relationships while ensuring high standards of delivery.

Swiss & Canton of Vaud Compliance

• Ensure the office set-up and relocation process considers relevant Swiss and Canton of Vaud requirements.

• Coordinate required local registrations, administrative procedures, building-related requirements and other formalities where applicable.

• Ensure appropriate property, workplace and facility-related insurance requirements are identified and implemented.

• Liaise with landlords, property managers, authorities, insurers and specialist advisers where necessary.

• Ensure all relevant documentation and records are established and retained.

• Identify any local compliance requirements that could affect the project timeline or operational readiness.

Stakeholder Coordination

• Work effectively with stakeholders across different levels of seniority and functions.

• Coordinate closely with Management, HR, IT, Finance, Legal, Security and other relevant internal teams.

• Act as the central coordination point between CTS, architects, landlords, contractors and service providers.

• Translate business expectations into clear requirements for external suppliers.

• Manage differing priorities pragmatically while maintaining focus on overall delivery.

• Escalate decisions or risks when required while retaining ownership of follow-through.

Experience & Qualifications

• Significant experience in Facility Management, Office Management, Workplace Management, Corporate Real Estate or Office Relocation projects.

• Proven experience managing significant office moves, fit-outs or workplace implementation projects.

• Strong understanding of facility-management operations and vendor ecosystems.

• Practical knowledge of architectural plans, layouts and workplace design, with the ability to work effectively with architects and designers.

• Strong project-management capability with experience coordinating multiple suppliers and parallel workstreams.

• Experience sourcing, negotiating and managing external service providers.

• Good understanding of Swiss property, facilities and workplace requirements.

• Knowledge of Canton of Vaud administrative, real-estate and facility-management practices is strongly preferred.

• Previous Facility Management experience within the Canton of Vaud would be a strong advantage.

• Fluent French is essential.

• Good professional English is highly advantageous.

• Strong proficiency with standard office and project-management tools.

Skills & Personal Attributes

• Highly organized with strong project-management discipline.

• Hands-on and comfortable personally driving actions to completion.

• Able to create structure quickly in an evolving environment.

• Strong negotiation and vendor-management capabilities.

• Good eye for workplace design, functionality and quality.

• Able to understand architectural concepts while remaining focused on practical operational requirements.

• Strong stakeholder-management skills and comfortable interacting with executives, employees, architects, contractors and service providers.

• Able to manage competing priorities and frequent changes.

• Proactive and able to anticipate problems before they affect the project.

• Commercially minded and cost-conscious without compromising agreed quality standards.

• Strong attention to detail.

• Solution-oriented and pragmatic.

• Comfortable operating in a fast-paced environment with high standards and demanding timelines.

• Autonomous while communicating progress and issues clearly.

What Success Looks Like

Success means CTS moves into its new office on time, with minimal disruption and with a workplace that is operational, compliant and delivered to the expected standard from day one.

The physical move is carefully coordinated; architects and suppliers are effectively managed; appropriate local vendors and service providers are contracted; and the ongoing facility-management structure is clearly established before the assignment concludes.

At the end of the six-month mandate, CTS should have not only completed a successful relocation, but also have a fully functioning, documented and sustainable facilities set-up that can be handed over smoothly to the team responsible for ongoing operations.