Assistant Facilities Manager

Roles, Responsibilities, Duties

1. Daily reporting to Associate Director to deliver the daily management and operation outcomes.
2. Managed all building facilities operation & maintenance activities. Designed & managed various auxiliary building & fit-out projects to enable business growth.
3. Planned strategy to ensure efficient management of assets – Managed, maintained and supported the reliability of the systems, equipment, properties, and assets in the facility.
4. Managed contracts, contractors, and procurement functions and providing support for the facility’s budget.
5. Communicate, negotiate and hire sub-contractors within project budget to maintain facilities systems or for any additional works and ensure they will provide the services within the contractual KPI.
6. Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures, and purchases.
7. Coordinates with suppliers, contractors, engineers, and others concerning equipment operations or maintenance.
8. Maintained and operated the facilities – Managed resources including budget, staff, contractors, consultants, and finances.
9. Ensure the effective delivery of site services in line with Service Level Agreements /Key Performance Indicators (KPI).
10. Support and communicate with clients, customer base with your area of responsibility and the FM or Workplace manager.
11. Conduct supervisory activities on site and carry out necessary correspondence to ensure contract soundness and adherence to relevant special and general conditions of contracts.
12. Coordinate the work of subcontractors on site in line with PPM schedule, including checking site-specific risk assessments and method statements.
13. Plans, schedules, and reviews the day-to-day operational and maintenance activities related to the provision, upgrading, and modification of all MEP Systems of the buildings, monitors operation of various MEP systems to ensure optimum performance of systems and equipment.
14. Organizes, plans, coordinates, and monitors building MEP maintenance & installation works for buildings; coordinates for the inspection of electrical installations & other related equipment & peripherals as per work schedules.
15. Prepares & submits routine and special reports such as maintenance schedules, operational & incident reports, accident reports, technical reports, volume of activity, etc.
16. Preparation and submission of quotations and estimates. Liaise with technicians to ensure accuracy of quotations and estimates.
17. Prepare risk schedules to identify and quantify risks and mitigation measures.
18. Experience of working with minimal supervision or as part of a small team in analyzing mechanical failures.
19. Continuously track the project progress and compare it with the project schedule to ensure that the project is progressing as per plan.
20. Appraise and manage any site difficulties such as logistic/nonperformance of contractors, plan deviations, delay, etc. for necessary action.
21. Supervises and motivates staff to ensure an acceptable level of performance.
22. Estate management and Contract performance.
23. Maintenance budgets.
24. People and Vendors management.
25. Health & safety management and Security management.
26. General housekeeping, Cleaning, Security, Reception, and pest control.
27. Managing and leading the team during and before taking over the new projects and during the mobilization.
28. Conducting supervisory activities on site and carrying out necessary correspondence to ensure contract soundness and adherence to relevant special and general conditions of contracts.
29. Support and communicate with clients, customer base with your area of responsibility and the FM or Workplace manager.
30. Managing clients meeting.
31. Carry out daily - Monthly inspections around the building areas and services.
32. Follow and track all works orders, materials, and actual time for completing works, issue and action taken by using SAP Program.
33. Following the payment and pending approvals with client.
34. Coordinate with other teams ensuring satisfactory completion of all work requests.
35. Handling the Defect liability period for The New Projects, preparing the assets, snag reports, PPM Planners, Materials and tools list, handling over follow up, meeting, documentation, etc.
36. Monitor and maintain the store inventory – Materials requisition – Materials delivery.
37. Experience in community management on an island, where stakeholders include hotels, commercial and residential towers, and hospitals.
38. Work closely with local vendors and suppliers to ensure timely delivery of goods and services.
39. Dealing with government departments.
40. Arabic knowledge.
41. Strong communication skills to liaise with various stakeholders, including residents, local authorities, and service providers.
42. Skills in long-term planning to ensure the continuous improvement and sustainability of the facilities.
43. Ability to manage multiple tasks simultaneously, ensuring that resources are used efficiently and effectively. This includes prioritizing tasks and delegating responsibilities to team members.
44. Experienced in managing CapEx projects.
45. Strong engineering background and knowledge in plants, trees, and landscaping.
46. Can work effectively under pressure.

Qualification:

1. Bachelor’s degree in Engineering, Assets Management, Project Management or relevant.
2. MBA or master’s in management is preferable.
3. FM related professional certifications is preferable.
4. Excellent knowledge & understanding of Health, Safety, and Environmental regulations and responsibilities.

Experience and skills:

Competencies:

1. Budgets/Cost Control.
2. Leadership.
3. Managing for Results.
4. Managing Performance.
5. Organizational Savvy.
6. People Development.
7. People Management.
8. Project Management.

Other Skills:

1. Able to prioritize work and meet deadlines within cost constraints.
2. Rapid and accurate analysis of issues. Proactively seek to resolve problems with good analytical skills and initiative.
3. Handles pressure well.
4. Must be able to complete the physical aspect of the job; i.e.: work in confined spaces, climb ladders and steps, lift a minimum of 10 kg.

Experience:

1. 7-9 years of experience in relevant FM Industry. Background in installation, maintenance, and repair in large commercial premises.
2. Computer Aided Facilities Management (CAFM) experience.
3. Knowledge of Workplace Health and Safety (WH&S) practices and policies.
4. Experience of safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.