Job Purpose
The role holder is responsible for managing the FM operations and maintenance activities in accordance with company standards and processes with the objective of enhancing customer satisfaction, minimizing customer complaints, and maximizing revenue and profitability of the respective entity.
Key Responsibilities
Support with Budgeting:
- Assist the department head in the preparation of annual operation and capital budgets
- Monitor budget and highlight budget variances to ensure cost efficiencies in line with the scorecard for OPEX savings and
- Execution of the approved CAPEX project in a timely manner
- Manage the team of FM Executives and the FM Service Provider team for smooth daily FM operations
- Monitor of FM Service Provider in delivery of services, including Soft Services (Cleaning, Pest Control, Landscaping, waste management, etc) and hard services (including reactive and preventive maintenance, as well as all specialized services for critical and non-critical equipment and ensure work is carried out as per agreed SLA and prepare snag reports
- Supervise activities within the assigned community/asset, conduct regular meetings with internal & external teams to monitor progress of FM activities and to ensure compliance with the agreed standards and requirements
- Conduct regular site visits and promptly address identified issues
- Responsible for managing the CAFM system and its utilization on the respective site
- Monitor and maintain records of utilities expenditure, and implement initiatives of sustainability and utilities cost-saving projects
- Represent the business unit during design, planning, construction, and handover stages of the newly developed assets to oversee FM requirements
- Oversee activities directly related to regulatory requirements of life safety systems and ensure necessary certifications are obtained on time
- Assist the fit-out activities assets to ensure compliance with the scope of work, HSE requirements and the building’s standards
- Assist business partners and their contractors with details on the requirements related to technical aspects, FM issues, fit-out process and issue the necessary permits
- Ensure FM records are created and maintained for all assigned sites, such as site logbooks, to demonstrate that full operational procedures are followed
- Ensure effective use of CAFM to ensure all Service Requests and Work Orders are tracked for timely completion in line with SLA requirements
- Ensure new assets being brought into operations are entered onto the pre-planned maintenance program and subject to QA procedures
- Planning future enhancement requirements by forecasting the facility’s upcoming needs and requirements
- Identify gaps and deficiencies in services, advice, and effect solutions as part of Continuous Improvement on FM services rendered
- Explore and recommend innovative methods, based on best practices, to bring about cost-effective solutions
- Writes and provides monthly operational and technical reports
- Prepare SOW documents for FM operational services for new buildings, and conduct necessary technical evaluation of the submitted proposals
- Prepare the scope of work for (operational variables and capex projects)
- Initiate procurement process, liaise with procurement department during the tendering process, review vendor responses and issue GRNs
- Recommend procurement of appropriate supplies and equipment according to the operational needs
- Ensure the service provider attends to all reactive service requests from various stakeholders and complies with the agreed SLAs
- Monitor SLAs and KPIs of the outsourced contractors and track performance levels of the contractor providing soft services against set KPIs and SLAs by routinely assessing performance
- Maintain effective communication with suppliers, business departments and clients and provide active support in the delivery of services by suppliers as per SLAs and QHSE standards
- Review and certify the service provider’s monthly performance and payment certificate
- Ensures that Service providers use CAFM systems for all service requests
- Ensure customer complaints are timely and appropriately managed and closed to achieve the organization’s customer satisfaction targets
- Ensure that Voice of Customer scores are meeting the minimum required for the FM Department
- Conduct monthly meetings with FM service provider, HSE, security, and contractors to assess the contractor’s performance, HSE requirements, identify non-compliance and action plans
- Support the business development team in the timely resolution of their queries related to facilities management in coordination with applicable internal departments
- Manage the project’s takeover from asset development and conduct necessary inspection, witness testing & commissioning and manage rectification of defects and snags during the DLP in coordination with the Asset Development Team and the contractor
- Identify and recommend to the business unit and department head major improvements (technical and feel & look) required to enhance the existing facilities
- Contribute to the process of identifying facilities management best practices and development of formal processes and practices as necessary towards integrating and embedding sustainable principles and strategies into daily operational practices
- Drive improvement in water and electricity saving and sustainability initiatives
Requirements
- Bachelor’s Degree in Engineering or Facilities Management; a Master’s degree is preferred
- A professional qualification in real estate and/or facilities management (IWFM) or equivalent is desirable
- Minimum 10-15 years’ experience in a facilities management-related role in a similar organization
- Strong proficiency in English, both written and verbal
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.