Facilities Maintenance & Contractor Safety Specialist

Client of Gunamandiri Paripurna

Job Description Facilities Maintenance & Contractor Safety Specialist
1. Job Details

Job Title: Facilities Maintenance & Contractor Safety Specialist

Reports to: Research Safety Manager

Job Family: HR will complete

Job Function: HR will complete
2. Job Purpose

Responsible for ensuring the safe and efficient operation of facility maintenance activities.

Enforce contractor safety compliance in accordance with organizational policies, regulatory standards, and best practices.

Oversee maintenance operations, conduct safety inspections, manage contractor compliance, and coordinate preventive maintenance programs.

Minimize risks and maintain a safe working environment.
3. Job Dimensions

Accountability for annual operating budget / project budget / sales revenue: Contributory

Magnitude of financial accountability: n/a

staff supervised: 0

direct reports: 0

contractors/others: 0
4. Key Result Areas
Facilities Maintenance Management

Coordinate facility inspections and audits.

Ensure compliance with local building codes, safety regulations, and best practices.

Ensure energy efficiency and sustainability initiatives are integrated into facility maintenance operations.
Contractor Safety Management

Develop and enforce contractor safety policies and procedures.

Conduct pre-qualification assessments of contractors.

Review and approve contractor work permits, method statements, and risk assessments.

Ensure hazard identification and risk mitigation measures are in place.

Conduct safety orientations and toolbox talks.

Monitor contractor activities to ensure adherence to safety protocols and PPE usage.

Maintain accurate records of issued PTWs.

Suspend PTWs promptly when necessary.
Safety Inspections & Compliance

Perform site safety inspections and facility audits.

Investigate incidents, near misses, and accidents.

Enforce compliance with fire safety standards, emergency protocols, and hazardous material handling.

Maintain and update Safety Data Sheets (SDS).

Liaise with regulatory bodies and external auditors.
Training & Awareness

Develop and deliver safety training programs.

Promote a culture of safety awareness.

Ensure knowledge of LOTO, confined space entry, electrical safety, and emergency response plans.
Emergency Preparedness & Response

Ensure proper functioning of fire suppression systems, alarms, emergency exits, and first-aid kits.

Develop and oversee emergency response plans.

Act as liaison between facility management, emergency responders, and regulatory authorities.
Inspections and Audits

Perform safety inspections, fire risk assessment, and other audits.

Conduct thorough inspections of facilities, equipment, and work practices.

Use checklists and tools for evaluations.

Identify non-compliance issues and correct them.

Prepare detailed inspection reports.

Assist with external audits and regulatory inspections.
Day-to-day Routine Activities

Assist the line manager in implementing HSE strategies and monitoring.

Ensure subcontractors conduct activities in accordance with HSE procedures.

Perform additional duties and tasks as assigned.
Documentation and Record-Keeping

Maintain accurate records of maintenance logs, inspections, risk assessments, and incident reports.

Prepare and present safety performance reports.

Monitor and track contractor compliance metrics.
5. Operating Environment, Framework & Boundaries

Work is typically performed in office and field settings.

Travel to university buildings or regulatory agencies may be required.

Availability to respond to emergencies outside of working hours is essential.

Extreme working conditions at times.

Exposure to hazardous animals, toxic plants, chemicals, or substances.

Safety gear/PPE required at times.

Physical inspections may involve standing, walking, bending, climbing, and lifting.

Work in confined spaces, heights, and varying temperatures.
6. Communications and Working Relationships
Supervisor (line manager)

Report on compliance status, risk assessments, and incidents.

Provide updates on sustainability initiatives.

Present audit and inspection findings.

Report daily activities requiring approval/advice.
HSE Team

Coordinate risk assessments, audits, and training sessions.

Share best practices and regulatory updates.

Collaborate on emergency response planning and drills.
Facilities Management Personnel/Contractors

Ensure integration of safety measures in daily operations.

Address environmental hazards and compliance issues.

Coordinate inspections and maintenance activities.
Regulatory Agencies / Community & Public Stakeholders

Submit required HSE compliance reports.

Respond to inquiries and inspections.

Collaborate during third-party inspections and evaluations.

Implement external audit recommendations.

Participate in industry forums, conferences, and networks.
8. Minimum Knowledge, Skills & Experience

Bachelor s degree in Facilities Management, Occupational Health & Safety, Engineering, or related field.

Professional certifications preferred: CFM, CSP, CIH, NEBOSH IGC, CHST, PMP, or similar.

Understanding of academic research environment and culture.

Strong knowledge of preventive maintenance, safety audits, and emergency response.

Minimum 3 5 years of experience in EHS role.

Proven experience in risk assessments, audits, and compliance reporting.

In-depth knowledge of OSHA, EPA, IOSH, NFPA, CDC, FEMA, DOT, and Qatar Environmental law.

Excellent communication and training abilities.

Ability to work independently and collaboratively.

Proficiency with ISO management systems (ISO 14001, 45001, 9001).

Proficiency in MS Office, Power Bi, and HSE applications.