Operational
- To acts as bridge between Head Office Facilities Management function and Properties Facilities Management function
- Work with the stake holders to assure the smooth Facilities Management departmental activities.
- Set levels of access and develop an information security strategy for the departmental details and data. Set up, maintain, and organize departmental central files, information, filing, and messages.
- Set up and assist in designing departmental policies, SOPs, manuals, templates and reports
- Coordinate input of FM team from each project/property into facilities management departmental function.
- Set up and provide instructions for related to Service provider and contracts management as and where needed.
- Set up and provide instructions for operations personnel on managing the operation and asset management, and coordinate annual reviews for accuracy
- Provide support to the Facilities Management Operational staff for Weekly, Monthly and Quarterly updates and requirements.
- Assist facilities staff in locating parts, supplies, and materials.
- Support in preparation of RFP's, bid information, and other contractual documents.
- Provide administrative support to the Facilities team.
- Manage the CAFM system, including receiving work request, assigning work orders, entering system data, and providing the overall system administration
- Provide advice and assistance to Facilities Manager in this required service delivery areas and deal with escalations in a timely manner.
- Co-ordinate inventory requirements to ensure timely ordering, delivery and issuing of spares and materials to ensure KPIs are met, progressing and chasing overdue items.
- Monitor/Manage PPM schedules ensuring they are issued and completed on a priority basis escalating any issues to Facilities Manager
- Suspend, delay or remove PPMs as appropriate ensuring all follow-on processes are correctly followed i.e. reinstatement, billing etc.
- Monitoring all missed PPMs, liaising with Facilities Management Team and recording reasons, escalating any issues identified
Policies, Systems, Processes, Procedures, Standards and Reports
- Assure that all relevant governance plan are being implemented in the properties/project
- Support in the implementation of relevant functional policies, processes, standard operating procedures and instructions
- Liaise with Facilities Managers to ensure that all relevant ad-hoc reports are prepared timely and accurately, and meet the department's requirements, policies and standards.
- Reports to Director of Facilities Management about the departmental functionalities.
Safety, Quality & Environment
- Support the Facilities Management Team in the implementation of HSE function of the properties in line with Azad QMS and legislative requirements
- Manage all data that are being used for properties compliance to legislative requirements and to report, where not.
Minimum Qualifications
- Bachelor's Degree in Project/Business Management
- Professional CAFM/ IT Related certification is preferable
Minimum Experience:
- Minimum 3-year experience as Administrator or coordinator in property Management
- Experience in CAFM System
Language:
- English and Arabic: Advanced
