Assistant Facilities Manager

Roles and Responsibilities

• Daily reporting to Associate Director to deliver the daily management and operation outcomes.
• Managed all building facilities operation & maintenance activities. Designed & managed various auxiliary building & fit-out projects to enable business growth.
• Planned strategy to ensure efficient management of assets – Managed, maintained, and supported the reliability of the systems, equipment, properties, and assets in the facility.
• Managed contracts, contractors, and procurement functions, providing support for the facility’s budget.
• Communicate, negotiate, and hire sub-contractors within project budget to maintain facilities systems or for any additional works and ensure they provide the services within the contractual KPI.
• Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures, and purchases.
• Coordinates with suppliers, contractors, engineers, and others concerning equipment operations or maintenance.
• Maintained and operated the facilities – Managed resources including budget, staff, contractors, consultants, and finances.
• Ensure the effective delivery of site services in line with Service Level Agreements / Key Performance Indicators (KPI).
• Support and communicate with clients and the customer base within your area of responsibility and the FM or Workplace manager.
• Conduct supervisory activities on site and carry out necessary correspondence to ensure contract soundness and adherence to relevant special and general conditions of contracts.
• Coordinate the work of subcontractors on site in line with PPM schedule, including checking site-specific risk assessments and method statements.
• Plan, schedule, and review the day-to-day operational and maintenance activities related to the provision, upgrading, and modification of all MEP Systems of the buildings, monitor operation of various MEP systems to ensure optimum performance of systems and equipment.
• Organize, plan, coordinate, and monitor building MEP maintenance & installation works for buildings; coordinate for the inspection of electrical installations & other related equipment & peripherals as per work schedules.
• Prepare & submit routine and special reports such as maintenance schedules, operational & incident reports, accident reports, technical reports, volume of activity, etc.
• Preparation and submission of quotations and estimates. Liaise with technicians to ensure accuracy of quotations and estimates.
• Prepare risk schedules to identify and quantify risks and mitigation measures.
• Experience of working with minimal supervision or as part of a small team in analyzing mechanical failures.
• Continuously track the project progress and compare it with the project schedule to ensure that the project is progressing as per plan.

Desired Candidate Profile

• Appraise and manage any site difficulties such as logistic/nonperformance of contractors, plan deviations, delays, etc. for necessary action.
• Supervise and motivate staff to ensure an acceptable level of performance.
• Estate management and contract performance.
• Maintenance budgets.
• People and vendor management.
• Health & safety management and security management.
• General housekeeping, cleaning, security, reception, and pest control.
• Manage and lead the team during and before taking over new projects and during mobilization.
• Ensure the effective delivery of site services in line with Service Level Agreements / Key Performance Indicators (KPI).
• Conduct supervisory activities on site and carry out necessary correspondence to ensure contract soundness and adherence to relevant special and general conditions of contracts.
• Support and communicate with clients and the customer base within your area of responsibility and the FM or Workplace manager.
• Manage client meetings.
• Carry out daily and monthly inspections around the building areas and services.
• Follow and track all work orders, materials, and actual time for completing works, issue, and action taken by using SAP Program.
• Follow up on payment and pending approvals with clients.
• Coordinate with other teams ensuring satisfactory completion of all work requests.
• Handle the defect liability period for new projects, preparing the assets, snag reports, PPM planners, materials and tools list, handover follow-up, meetings, documentation, etc.
• Monitor and maintain the store inventory – materials requisition – materials delivery.
• Experience in community management on an island, where stakeholders include hotels, commercial and residential towers, and hospitals.
• Work closely with local vendors and suppliers to ensure timely delivery of goods and services.
• Deal with government departments.
• Arabic knowledge.
• Strong communication skills to liaise with various stakeholders, including residents, local authorities, and service providers.
• Skills in long-term planning to ensure the continuous improvement and sustainability of the facilities.
• Ability to manage multiple tasks simultaneously, ensuring that resources are used efficiently and effectively. This includes prioritizing tasks and delegating responsibilities to team members.
• Experienced in managing CapEx projects.
• Strong engineering background with knowledge in plants, trees, and landscaping.
• Can work effectively under pressure.

Qualification:

• Bachelor’s degree in Engineering, Assets Management, Project Management, or relevant field.
• MBA or master’s in management is preferable.
• FM related professional certifications are preferable.
• Excellent knowledge & understanding of health, safety, and environmental regulations and responsibilities.

Experience and Skills:

Competencies:

• Budgets/Cost Control
• Leadership
• Managing for Results
• Managing Performance
• Organizational Savvy
• People Development
• People Management
• Project Management

Other Skills:

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