Job Description

Roles & Responsibilities

Responsibilities

Property and Contractor Management:

Prepares Yearly & Monthly reports, Budgets, Facility Management Proposals, and Price Comparison on bids & Contract Drafts.
Manages pest control services, valet parking, shuttle bus rental, medical waste, landscape services, Operations & Maintenance (O & M) services, cleaning, cashier, and security services for all facilities and report any dips in their performance and services.
Manages and inspects buildings & facilities safety, security, and emergency services and enforces facility safety and operational procedures.
Prepares the Facilities procedures manual as well as tenant manual.
Participates in planning with management to determine their expectations or needs.
Prepares formal monthly reports to the management covering for example, financial progress and program issues.
Schedules regular progress and review meetings.
Takes immediate action on emergencies to reduce material losses and human fatalities.
Manages and creates Service requests/work order.
Monitors and develops work schedule for facility services staff.
Defines key performance indicators and agrees with the service providers.
Reviews performance of service providers assesses it monthly and reports on the same.
Reviews all service reports forwarded by the facility supervisors and acts accordingly.
Reviews weekly reports and organizes work accordingly.
Ensures proper maintenance of buildings or facilities on a daily, weekly and monthly basis.
Surveys and identifies losses or damage to facilities after convention or event.
Updates Facility maintenance plan, checklist and ensures adherence to the same.
Inspects properties before the commencement of defects liability period and taking handover from the Projects Development.
Notifies defects / snags during the defect s liability period to the concerned Contractor / Service Provider for resolution.
Monitors the status of defects notified to Contractor / Service Provider on a weekly basis.
Discusses the status of defects pending resolution with the Projects team.
Initiates appropriate action on defaulting Contractor / Service Provider in accordance with the terms and conditions of the contract.
Prepares and submits Handover Status Reports at the end of defects liability period to the Projects recommending for release of final payment or necessary deductions as applicable, considering the status of defects notified to the Contractors for rectification.

Contract Administration

Prepares prequalification documents, issue, evaluate and make a recommendation to the management on the maintenance contractors.
Prepares the project Terms of Reference/Tenders, including contract documents, specifications, and drawings, where applicable, for the Client/Management to invite bids from the pre-qualified maintenance contractors.
Responds to queries, resolves issues, prepares the scoring system, and carries out the scoring and evaluation of submittals.
Analyzes submitted tenders in terms of their technical, financial, and contractual packages and makes recommendations to the management.
Prepares and reviews contract agreements for facility management services (English).

Budgeting, Payments & Cost Control

Prepares annual budgets for all the facilities.
Follows up with finance for budget confirmation of purchase orders, forwards the scanned copies via email to service providers and implements the procurement of material or services as applicable.
Processes payments (with deduction of absence for manpower related services) for pest control services, valet parking, shuttle bus rental, medical waste, landscape services, O & M services, cleaning, cashier, and security services for all facilities.
Manages petty cash.
Prepares the tenant utility consumption charges.
Collects invoices from MEW for water and electricity consumptions for all facilities and process the payments.
Reviews spreadsheets of material usage monthly submitted by the respective facility supervisors inclusive of physical audit at the stores (if applicable) for all facilities.
Manages procurement, spare parts, and inventory.
Assures quality and ensures enough stock of consumables, spare parts, tools, and cleaning material available at the store.

Customer Relations:

Ensures facilities are continuously supervised and safely maintained.
Resolves complaints / requests raised by the tenants in a timely manner.
Coordinates with Projects Development team for the purpose of fit outs.
Hands over and takes over leased areas
Sets up meetings with the tenants periodically to understand issues / concerns if any.
Ensures that defects raised during the defect s liability period are resolved promptly by the respective Contractors / Vendors.
Ensures that customer complaints / queries are properly recorded, handled, and serviced.
Routes queries raised by prospective customers to the Leasing or Sales team for taking forward.
Obtains customer satisfaction feedback on the various property management services like Security, Housekeeping etc.
Responds to all emails and queries from tenants of all facilities inclusive of provision of as built drawings for respective floors
Issues parking cards and keys via official letter to tenants.
Reviews design layouts submitted by the tenants of all facilities during the fit out works and gives them approval if it is complying with ours as well as KFSD s rules and regulations.

Desired Candidate Profile

Bachelor s Degree in Mechanical Engineering.
Certification in facilities management or related discipline is an added advantage.
Strong English language skills (written and spoken). Arabic is preferred
8 10 years of experiance
Previous experience in HVAC systems and Facility Management with at least 8 years in a managerial role

AVP - Facility Management United Real Estate Company

AVP - Facility Management
United Real Estate Company