Facility Management Coordinator

Job description / Role

Key Roles & Responsibilities:
The Facility Management Coordinator is responsible for the daily general administrative and technical functions of Facility Management activities, involving both FM hard and soft services, contract management and vendor management, work order coordination, access assignments, database management, daily office operations and providing general support to the divisional staff. Coordinate activities within FM Operations, review and prepare drawings, generate SOW, maintain the documents related to RFPs, Quotations, Invoices, Communication with FM Service Providers. Liaise with Procurement & Finance for speedy processing of approvals. Manage MIS and employees.

Responsibilities:
• Preventative/reactive maintenance.
• Preparation of Daily Weekly Look Ahead for the PPM and Corrective Maintenance.
• Prepares weekly and monthly reports, data and make recommendation for improving operations and solving maintenance related problems.
• Manages the outsourced maintenance contractors and ensures that they are adequately trained, equipped, to ensure the works completion in a safe, timely, and cost-effective manner.
• Preparation of RFQ based on the client requirement, Obtaining Quotations, negotiate with sub-contractors and finalizing the Work Order from the client for the corrective and specialized maintenance services.
• Plan and finalize a yearly maintenance budget in coordination with the various operation departments taking into account the regular specialized contractors and corrective works contractors. ·
• Communicate and liaise directly with the procurement & material control department to ensure timely procurement of spare parts required by the discipline supervisor.
• Regular follow up for getting work order from client.
• Ensuring Timely Submission of Monthly Invoice, direct interaction with Client Contract Administrator and Follow up for the payment Updating variation orders status.
• Monitoring Service provider performance through service level agreement (SLA) & key performance indicators (KPI).
• Undertake tender exercise, review, negotiate and recommendation on tender submission along with tender committee.
• Managing monthly meeting and review of all service provider reports.
• Monitoring procurement cycle to ensure timely execution of purchase orders.
• Negotiation of existing contract as per current market trend.
• Preparation and submission of quotations and estimates.
• Liaise with Facilities Manager to ensure accuracy of quotations and estimates for additional Maintenance, Cleaning or Security works.
• To respond in a prompt and efficient manner to all reactive issues and call center requests. · Report to Facilities Manager on work progress and issues daily.
• Compile daily inspection checklist to monitor standard of work and completion to the schedule. · Coordinate with other teams ensuring satisfactory completion of all work requests.
• Flexibility to work to shift patterns as and when required. Flexible availability for 24/7 roster standby duties and emergency call outs.
• Maintain a safe place of work Health and Safety policies and practices are essential to this role and are a condition of employment.
• Provide progress reports on allocated work orders, as required.
• Any other reasonable task requested by supervisor or management.
• Assist in the day to day running of a facilities management contract.
• Supervise the facilities management team including contracted services, ensuring all standards of performance are in place.
• Prepare Monthly management report and MIS for management reporting.
• Prepare purchase requisitions to order materials, goods and supplies and maintain GRN’s.

QUALIFICATIONS:
• Minimum 2 years previous experience as FM Coordinator and experience in managing large residential community, buildings.
• Experience in managing all subcontracted FM contracts, SOP's, FM documentation
• High organization skills in managing multiple projects simultaneously.
• Ability to perform and manage technically complex projects using independent judgment and personal initiative.
• Work independently without regular direct supervision.
• Certificate in AUTOCAD or REVIT, PLC, VFD operation will be an added advantage.
• Must have strong interpersonal skills and ability to work in a team environment.
• Excellent Communication Skills.
• Can work in a team and have the initiative and capacity to take ownership.
• Problem solving and decision making. ·
• Must be able to manage the task independently.
• Must be a provider of excellent customer service.
• Must have a UAE Driving License.

Salary:
AED 3,000 to 3,500 per month inclusive of fixed allowances.

About the Company

A leading holding company in UAE.