Job Purpose
Led the development and management of high-quality Fit Out Approval and other services, ensuring the effective delivery of these services to both businesses and individual clients, in alignment with the client’s strategic goals and business objectives.
Level of Authority
- Staff Discipline: Authorized to implement and enforce disciplinary actions within the team, in line with company policies, to ensure adherence to performance and conduct standards.
- Permit Approval and Issuance: Holds the authority to approve and issue COC, OFC and permits required for Fit out works, ensuring all necessary documentation complies with safety and regulatory standards
- Contractor Registration and Staff Certification: Responsible for overseeing and approving contractor registrations and ensuring that all staff hold the necessary certifications and qualifications to meet the business operations requirements
- Fit Out Submission Approvals/Rejections: Authorized to review and approve or reject Fit out submissions based on compliance with design specifications, safety standards, and project requirements
- Work Stoppage for Non-Compliance: Holds the authority to stop work in case of non-compliance with Rules and Regulations (R&R), Health, Safety, and Environmental (HSE) guidelines, or authority requirements, ensuring the project adheres to all safety and regulatory standards
Job Tasks and Requirements
Key Roles & Responsibilities:
- Coordinate with clients (Freezone and OA Managers), architects, designers, and contractors to align project scope and specifications
- Review and approve technical drawing submissions for Fit out approvals in line with the applicable regulatory (DM, DCD, UAE FLS Codes) and client requirements, guiding contractors and clients on non-compliance in
- Prepare and manage Fit out operations plans, including budgets, schedules, and risk management
- Monitor costs to stay within budget and manage procurement
- Led and managed teams, ensuring timely completion of Fit out drawing approvals, OFC Inspections, COC Inspections, and Fitout Project Completion Inspections with quality standards
- Mentor the team, set individual objectives, and update in D365 (half-yearly and yearly)
- Conduct site visits to assess progress, resolve issues, and provide guidance
- Ensure compliance with retail design Guidelines, Master Community Declaration, HSE Rules and Regulations
- Manage without activities for managed towers and coordinate with the OA Manager
- Monitor and achieve contractual KPIs for OFCs and Fit out Approvals contracts
- Prepare Fit out Approvals and OFC contractual KPI progress dashboards, and periodic reports and present them to the client
- Coordinate with other departments and relevant authorities such as Dubai Municipality, DCD, DEWA, EMPOWER, DED RERA etc to obtain any information, approvals and NOCs
- Carry out risk assessments (business and fraud) and update on Portal
- Focus on innovations and process improvements, enhancing portals and software for Fit out operations
- Coordinate and lead the integration of client’s Portals for efficiency
- Monitor and implement ethical practices, escalating concerns to senior management and HR
- Closeout non-conformances raised by auditors, maintaining a corrective action register
- Ensure timely completion of Fit outs and post-completion support
- Build client relationships, ensuring satisfaction and managing expectations
- Report on Fit out operations (weekly, monthly, quarterly, and annually) to Finance and contact
- Maintain project documentation, including contracts, KPIs, Complaint Register, and reports
- Prepare, review, revise, and update all Fit out Department operations-related policies, procedures, manuals, guidelines, templates, forms, etc, and keep them up to date
- IMS (ISO 9001, 14001 & 45001) approved documents shall be followed, used, and implemented for all Fit out operations
- Develop and manage annual Fit Out budgets, ensuring alignment with departmental goals and securing approval for Fit out, refurbishment, and upgrade projects
- Oversee and manage all operational requirements for in-house Fit out projects, including refurbishments and upgrades, ensuring efficiency and timely execution
- Prepare and submit monthly reports detailing progress, financial performance, and any issues related to Fit out contracts, providing transparency to stakeholders
- Ensure compliance with company governance standards and relevant authority requirements, upholding high standards of quality, safety, and regulatory adherence
- Exemplify and promote the company’s core values, fostering a culture of integrity, teamwork, and excellence Encourage and mentor the team to embody these values in all aspects of their work
- Analyze the commercial impact on the department, including expenditures, revenue sources, and income generation strategies
- Generate and implement monthly management reports for all contracts, covering staffing levels, project completions, deposits, refunds, inspections, and other key metrics, through relevant systems
- Achieve budgeted profitability for contracts, ensuring that service level agreements (SLAs) are met consistently
- Take accountability for budget and P&L management, actively managing and challenging the P&L to optimize financial performance
- Encourage innovation to increase value, streamline operations, and reduce costs within the team and department
- Ensure compliance with client's financial policies and standards, maintaining financial integrity and adherence to company procedures
- Oversee departmental staff management, including conducting performance evaluations, handling disciplinary actions, processing leave requests, and ensuring ongoing training and development
- Facilitate the recruitment of a diverse and skilled team, ensuring alignment with company values and operational needs
- Ensure full compliance with company policies and standards, fostering a culture of adherence to operational and ethical guidelines
- Develop and deliver training programs for all staff, with a focus on continuous learning and career development strategies to support their professional growth
- Manage operational, environmental, and occupational risks within the work environment, implementing effective control measures to mitigate potential hazards
- Ensure the team is well-versed in risk identification procedures and assessments, emphasizing the importance of adhering to these protocols to prevent injuries and protect client property and equipment
- Follow up on risk reporting and escalation with the Head of HSEQ if identified risks are not addressed within the agreed timeframe, ensuring timely resolution
Contribute to special projects and other initiatives as needed, providing support to ensure the successful operation of the organization.
Key Accountabilities
- Revenue Generation: Drive and maximize revenue opportunities through effective project management, client relationships, and service delivery
- Contract Retention and Expansion: Focus on maintaining strong relationships with existing clients while identifying opportunities for contract renewal and growth
- Leadership and Ownership: Provide clear leadership and take full ownership of all projects and team activities, ensuring successful outcomes and alignment with company goals
- Staff Training and Career Development: Champion staff development by providing training opportunities and supporting career growth to build a high-performing team
- Proactive Client Engagement: Anticipate and respond swiftly to client needs and demands, ensuring exceptional service delivery and client satisfaction
Requirements
Qualifications – Essential:
- Diploma/bachelor’s degree in civil, Mechanical, Electrical Engineering and Architecture field
- Minimum 10-15 years of experience in Fit out management or construction project or facilities management, preferably within or similar Free Zone environments
- Proven track record of managing teams and large-scale commercial Fit out projects
- UAE Driving License
- PMP (Project Management Professional)
- NEBOSH or equivalent health and safety certification
- Chartered status (e.g. RICS or CIOB) – this is often preferred but not always required
- At least 5-7 years of experience working in construction or Fit Out projects, with a strong focus on managing the completion of interior Fit outs, refurbishments, FM, hospitality, retail and renovations
- Experience in managing multidisciplinary teams of contractors, designers, and other project stakeholders
- Experience in dealing with various authorities including DM, DCD, DEWA, District Cooling and Free Zones in the UAE
- Experience in mobilizing Fit Out Management services/contracts
- Strong Organizational and Leadership Skills: Ability to oversee multiple tasks and manage the project from conception to completion while coordinating various teams
- Budgeting and Cost Management: Knowledge of cost estimation, controlling project budgets, and managing procurement
- Health and Safety Awareness: Understanding of safety regulations and standards relevant to Fit out projects
- Contractor and Supplier Management: Ability to manage relationships with contractors, suppliers, and subcontractors effectively
- Technical Knowledge: Understanding of construction methods, materials, and systems used in Fit out projects (e.g. HVAC, electrical systems, etc)
- Problem-Solving and Decision-Making: Ability to troubleshoot issues and implement solutions quickly to keep projects on track
- Communication Skills: Strong written and verbal communication to liaise with clients, contractors, and internal teams
Multi-Lingual Should be highly proficient in English with the ability to communicate in Arabic.
Competency Requirements – General:
- Commitment to client’s Mission: Demonstrates a sense of responsibility for helping achieve success through a commitment to the organization’s mission, vision, values and brand
- Management: Communicates effectively and fosters collaboration Inspires others to achieve success Challenges processes and is willing to break from the status quo to improve
- Interpersonal Skills: Collaborates effectively with others to achieve project goals, responding positively to instructions and procedures Works well with team members, sharing critical information to ensure smooth project execution; Exhibits emotional intelligence, demonstrating self-awareness, self-control, motivation, empathy, and strong social and teamwork skills in all interactions
- Professionalism/Judgment: Demonstrates unwavering integrity, maintaining a zero-tolerance stance toward unethical practices, dishonesty, corruption, or collusion
- Performance: Proactively identifies and addresses potential issues before they escalate, solving problems with courage and creativity; Utilizes resources effectively and takes full accountability for outcomes
- Data: Adheres to all company policies, procedures, and standards, actively seeking opportunities for continuous improvement; Maintains confidentiality of organizational and client data, ensuring privacy and security always
- Time Management: Highly detail-oriented and proactive, consistently ensuring accuracy and anticipating needs to drive efficient and successful outcomes; Strong time management skills, adept at prioritizing tasks and meeting deadlines while maintaining a high standard of work; Client-focused with excellent problem-solving abilities, quickly addressing challenges to ensure client satisfaction and project success; Demonstrates personal accountability, consistently delivering high-quality work on time, being punctual, and fully prepared for tasks, with a strong commitment to excellence; Effectively delegates responsibilities and authority, empowering team members to take ownership and contribute to achieving team goals; Professional Development: Demonstrates commitment to learning and growth Pursues improvement and encourages, enables and empowers others to learn
- Familiarity with project management tools (e.g. MS Project, Procore, or similar)
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
- Knowledge of CAD software (AutoCAD, Revit, or equivalent) for reviewing designs is a plus
Rotation
5-day week – 9 hours per day
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.