Facilities Manager

Asteco; Abu Dhabi; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading company in real estate is looking for a Facilities Manager to oversee and supervise all operations for a residential property portfolio. The ideal candidate will have a strong background in facility management, proven leadership skills, and a minimum of 8 years of relevant experience in real estate or construction overseeing service provision and maintenance for properties in compliance with government regulations.

Qualifications

• Minimum of 8 years’ relevant experience in real estate or construction.
• At least 3 years in progressively increasing FM managerial roles.
• Computer literate.

Responsibilities

• Oversee and coordinate all facility management services for properties.
• Monitor planned preventative maintenance schedules.
• Ensure compliance with regulatory standards and safety equipment management.

Skills

Customer Focus

Leadership

Analytical Thinking

Interpersonal Skills

Project Management

Education

Bachelor of Science degree in Mechanical Engineering

Bachelor of Science degree in Electrical Engineering

HVAC or Facility Management

Job description

Job Purpose -

To oversee and supervise the Facilities Management operations for an assigned portfolio to maintain the property to the required standard, to maximise the occupancy rate and generate optimum returns for the respective stakeholders. Ensure the safety equipment for the property portfolio is maintained and registered with the Civil Defence.

Job Specific Accountabilities -

• To oversee, supervise, co-ordinate and provide guidance on all facility management services associated with the residential property portfolio.
• Supervise the FM Engineering team responsible for the individual community/ buildings in the assigned portfolio.
• Award contracts for AMCs, refurbishment projects, remedial works or for provision of FM ‘soft’ services, such security, cleaning, pest control, gardening services etc.
• Ensure the planned preventative maintenance (PPM) schedules for the community are monitored closely and the Fire and Life Safety systems are maintained to the defined standard as per the requirements of the equipment manufacturers.
• Ensure all properties are certified by Civil Defence, ADNOC and any other Government entity that may be required.
• Oversee the activities of the service providers and ensure they are monitored on a monthly basis and that their performance is monitored on an annual basis before renewal of contract.
• Ensure the common areas and the facilities within the community/ building are inspected on a monthly basis accompanied by the respective Property Manager, to verify the general condition, cleanliness and security of the property is maintained addressing any day- to -day repairs as a priority.
• Ensure all utility systems are inspected in accordance with statutory regulations for the assigned portfolio.
• Maintain the statutory documents as per the Municipality/Civil Defence/Other Government entities’ requirements for the community/buildings and establish a property filing system that facilitates rapid retrieval of documents.
• Review and approve all incoming vendor invoices before submitting for payment to the designated FM Administrator.
• Monitor the Check-In and Check-Out processes and ensure the inspections of units are undertaken by the Facility Inspector/or External Service Provider within the defined timeframe to ensure it is ready for occupation.
• Ensure that any incidents or near misses occurring on the premises of the assigned portfolio are recorded, investigated and that should an insurance claim be required, the respective Property Manager is notified immediately.
• Arrange for any insurance quotations needed for remedial works to be prepared and forwarded to the respective party.
• Monitor the completion of all tenants’ FM service requests and complaints, and ensure they are addressed within the defined timescale.
• Develop a good working relationship with the respective Property Manager /Supervisor responsible for the community/building.

Additional Responsibilities depending on the portfolio -

• Accompany the respective Property Manager during the Take-Over process and provide input and guidance on potential for refurbishment for existing buildings or prepare the snagging list and timeframe for implementation during the Defect Lability Period (DLP) with main contractor for new build.
• Ensure all relevant documents are collected during the Take-over process or handled back to the owner/landlord during the Hand-over process are maintained in a secure property file.
• Review and approve the proposed drawings, load schedule, insurance cover for commercial fit-out of premises to ensure the guidelines are met.
• Prepare the scope, Bill of Quantities ( BOQ) and technical specifications for the Invitation to Tender( ITT) for the tendering process undertaken by Provis Procurement.
• Oversee the tendering process from a technical perspective by reviewing all
• Request for Information (RFIs) and Request for Proposals (RFPs) prior to these being send out to market by Provis Procurement.
• Assist in the commercial evaluation to determine the winning bid and assist with the negotiations, if required.
• Monitor the fit-out activities to ensure compliance with regulations and ensure the fit-out is executed to the approved design.
• Establish and foster good working relationships with the client’s representatives and attend meeting with them as required, together with the related contractors for the building.

Education, Experience, Skills and Competencies:

Education:

• Bachelor of Science degree in Mechanical Engineering or another related discipline such as Electrical Engineering, HVAC or Facility Management.

Experience and Skills:

• Minimum of 8 years’ relevant experience in the real estate or construction industry with at least three years in similar positions of progressively increasing FM managerial responsibilities in the Real Estate function. Computer Literate

Competencies:

Results Orientation:

• Achievement: Self-motivated, driven to get ahead . Prepared to do whatever it takes.
• Customer Focus: Applies customer concepts, focuses on quality and service.
• Business Awareness: Focusses on bottom line, controls costs, sets ambitious targets.
• Leadership:
• Authority /Presence: Has presence and authority, enjoys being in charge, takes lead.
• Motivating Others: Empowers and motivates team members, delegates tasks effectively.
• Developing People: Coaches and develops team, gives regular feedback.
• Resilience: Handles pressure and stress, stays calm and in control.
• Managing Change:
• Initiative: Shows initiative, has positive attitude, self-starter.
• Risk Taking: Takes risks, challenges accepted practice, bends rules to make progress.
• Innovation: Originates change, makes things better, produces creative ideas and solutions.
• Flexibility /adaptability: Adapts quickly to change, responds flexibly to people and situations
• Planning and Organizing:
• Analytical Thinking: Analyses situations carefully, makes rational judgements and logical decisions.
• Decision Making: Decides quickly, displays confidence, acts independently when necessary.
• Planning: Plans and priorities work activities, manages time efficiently.
• Quality Focus: Takes pride in work, does work well, gets the detail correct.
• Interpersonal Skills:
• Oral Communication: Expresses views clearly, makes impact with presentations.
• Sensitivity: Sensitive to people's needs , involves people in plans and decisions.
• Relationships: Develops strong working relationships, builds rapport quickly.
• Teamwork: Strong team player, works effectively with people

Frameworks, Boundaries & Decision-Making Authority:

Appointment of external service providers (FM Contractors) for assigned portfolio.