Real Estate Operations Lead

Job Description

Job title: Real Estate Operations Lead
Reports to: Head of Head of Workplace & Operations
Location: Stockholm, Solna, Sweden
Employment type: Temporary position until summer 2028, with possibility of extension

The Real Estate Operations Lead plays a central role in creating structure, control and quality across Real Estate & Workplace Operations (REWO).

The role combines real estate and financial administration with coordination, reporting, data quality and operational support. A key responsibility is to ensure that lease information, costs, invoices and other portfolio data are accurate, up to date and properly followed up.

The Real Estate Operations Lead works closely with the Head of Workplace & Operations Nordic, the REWO team, Finance, FM partners, landlords and other internal and external stakeholders. An important part of the role is to reduce administrative and coordination workload within the team by taking ownership of matters, following up outstanding activities and ensuring that agreed actions move forward.

The role therefore requires a combination of attention to detail, financial understanding, structure and the confidence to act when something does not look right or is not moving forward.

Real Estate & Lease Coordination
The Real Estate Operations Lead ensures that REWO has accurate and up-to-date information regarding leases, contractual obligations and critical dates. Pythagoras is a key system for the role and requires both system knowledge and an understanding of the underlying agreements.

Key responsibilities:

• Maintain leases, amendments, extensions, terminations and contractual changes in Pythagoras.
• Monitor notice periods, expiry dates and other critical contractual dates.
• Perform monthly controls and highlight agreements requiring action or investigation.
• Maintain contractual documentation and portfolio information in Pythagoras and Workplacer.
• Support the REWO team with lease information, documentation and portfolio data.

Financial Coordination & Control
The Real Estate Operations Lead plays an important role in maintaining financial control across the REWO portfolio. The role works closely with the REWO Business Controller and ensures that costs correspond with agreements and expected financial outcomes.

Key responsibilities:

• Manage invoices for rent, parking, central costs and other REWO expenses in Maconomy and Medius.
• Reconcile rent invoices against contractual information in Pythagoras.
• Support month-end closing through reconciliations and controls of property-related costs.
• Identify and investigate missing, incorrect or unexpected costs and follow them through to resolution.
• Prepare adjustment files and support documentation together with the REWO Business Controller.
• Maintain contact with landlords, suppliers and Finance regarding financial discrepancies.

Facility Management Coordination & Cost Follow-up
The Real Estate Operations Lead manages key administrative and financial processes connected to the FM suppliers’ contract and acts as an important link between REWO, FM partner and Finance.

Key responsibilities:

• Reconcile the monthly ISS contractual invoice against supporting documentation.
• Maintain ISS cost allocation and reporting files.
• Coordinate financial uploads and corrections with the REWO Business Controller.
• Maintain relevant asset and inventory information.
• Identify recurring discrepancies and support improvements in processes between REWO, FM partner and Finance.

Data Quality, Reporting & Systems
Reliable data is essential for REWO's management and decision-making. The Real Estate Operations Lead has an important role in ensuring that information across systems is complete, consistent and useful.

Key responsibilities:

• Maintain high-quality data across Pythagoras, Workplacer, Maconomy and relevant REWO reporting.
• Maintain and update recurring workplace utilization reporting, including [REP] Computers in the Nordic.
• Perform regular data-quality controls and investigate inconsistencies between systems.
• Prepare recurring reports and information used by the REWO team and management.
• Identify opportunities to simplify, standardize or automate recurring reporting and administrative processes.

REWO Coordination & Management Support
The Real Estate Operations Lead works closely with the Head of Workplace & Operations and the REWO team to create structure, maintain momentum and reduce administrative and coordination workload. The purpose is not traditional assistant support, but to take ownership of activities that otherwise require management or senior REWO resources to coordinate and follow up.

Initiatives & Continuous Improvement
The Real Estate Operations Lead is expected to contribute beyond the recurring processes of the role. The person should be curious about how REWO operates and have the drive to identify and independently develop better ways of working.

Key responsibilities:

• Independently drive smaller REWO initiatives and workstreams from start to completion.
• Identify opportunities to improve processes, controls, reporting and data quality.
• Coordinate smaller supplier, contractual, system or process changes.
• Support implementation of new REWO systems, tools and ways of working.
• Participate in larger REWO projects where coordination, financial or administrative expertise is required.

The Real Estate Operations Lead supports REWO's sustainability reporting by coordinating the annual collection and quality assurance of energy consumption information across the real estate portfolio.

Qualifications

We are looking for someone with relevant experience from real estate, workplace, finance, business coordination or a similar environment. The person should have a good financial understanding and be comfortable working with invoices, reconciliations, cost allocation and financial data.

Strong Excel skills and confidence working across several business systems are important. Experience from ERP, real estate management or lease administration systems is an advantage.

The role requires someone who can combine accuracy and attention to detail with ownership and drive. The right person naturally investigates when numbers or information do not make sense, follows matters through and is comfortable working independently.

Above all, we are looking for someone who enjoys creating structure, takes pride in quality and does not always wait to be told what to do. The Real Estate Operations Lead should be comfortable taking own initiatives, challenging existing ways of working and helping REWO become simpler, smarter and more efficient.

Additional Information

This is an internal role within AFRY, working closely with business stakeholders and support functions to develop and deliver workplace and real estate solutions for AFRY's own operations rather than external clients.

Mindset & behaviors

• High credibility and strong communication skills
• Structured, solution-oriented and accountable
• Comfortable operating in large and complex organizations
• Proactive team player with collaborative approach
• Ability to navigate ambiguity and multiple opinions

Ready to shape the future workplace at AFRY? We look forward to hearing from you.

Welcome to submit your application, the deadline is 2026-12-11

Contact person for questions: Simon Schmidt, Head of Workplace and Operation Nordic email: [email protected]

We kindly ask not to be contacted by staffing and recruitment agencies or salespeople offering additional job advertisements.

At AFRY, we engineer change in everything we do. Change happens when brave ideas come together. When we collaborate, innovate technology, and embrace challenging points of view. That’s how we're making future. We are actively looking for qualified candidates to join our inclusive and diverse teams across the globe. Join us in accelerating the transition towards a sustainable future.

Compensation: 35000 to 45000 (SEK) (MONTHLY)