Facilities Management Assistant

Roles and responsibilities

The role holder is responsible for implementing and executing the Dubai Community Management Facilities Management operations and maintenance activities in accordance with defined standards and processes with the objective of enhancing customer satisfaction, minimizing customer complaints, and promoting sustainable initiatives for long term cost management.

The main duties and responsibilities of this role:

Facilities Management and Daily Operations

• Implement the daily operation and monitoring of the DCM FM activities at site (soft services, PPM, cleaning, waste management, civil works etc), to ensure activities are carried out within the set timelines, financials budget and conform to the quality standards agreed.
• Execute activities within the assigned community, conduct regular meetings with internal & external teams to monitor progress of FM activities and to ensure compliance with the agreed standards and requirements.
• Prepare FM tender document for new buildings and conduct necessary technical evaluation.
• Develop the process of identifying facilities management best practices and development of formal processes and practices as necessary towards integrating and embedding sustainable principles and strategies into daily operational practices.
• Support the client facing teams’ team in timely resolution of their queries related to facilities management in coordination with applicable departments.
• Support in representing the Dubai Community Management during design, planning, construction, and handover stages of the newly developed assets to oversee FM requirements.
• Identify and recommend to the business unit and department head major improvements (technical and feel & look) required to enhance that enhance the existing facilities.
• Maintain records of utilities expenditure and implement initiatives of sustainability and utilities cost saving projects.
• Assist in conducting necessary inspection, witness testing & commissioning and manage rectification of defects and snag’s during the DLP in coordination with P&D and contractor.
• Carry out activities directly related to regulatory requirements of life safety systems and ensure necessary certifications are obtained on time.

Stakeholder Management

• Ensure the Service provider is attending to all re-active service requests from various stakeholders and in compliant with the SLA.
• Maintain effective communication with suppliers, internal departments and stakeholders and provide active support in the delivery of services by suppliers as per SLAs and QHSE standards.
• Review and certify service provider’s monthly performance and payment certificate
• Initiate procurement process, liaise with procurement during the tendering process, review vendor responses and issue GRNs.
• Ensure customer complaints are timely and appropriately managed and closed to achieve organization’s customer satisfaction targets.
• Assist in conducting monthly meetings with FM service providers, HSE, security, and contractors to assess the contractor’s performance, HSE requirements, identify non-compliance and action plans.
• Keep abreast regarding the latest trends and methods related to facilities management and recommend the most appropriate operation and maintenance practice to the management in order to increase the efficiency and customer satisfaction.
• Implement value engineering concept and methods in order to reach to cost effective solutions and accordingly save maintenance and operation costs for the community.

Desired candidate profile

• Ensure the Service provider is attending to all re-active service requests from various stakeholders and in compliant with the SLA.
• Maintain effective communication with suppliers, internal departments and stakeholders and provide active support in the delivery of services by suppliers as per SLAs and QHSE standards.
• Review and certify service provider’s monthly performance and payment certificate
• Initiate procurement process, liaise with procurement during the tendering process, review vendor responses and issue GRNs.
• Ensure customer complaints are timely and appropriately managed and closed to achieve organization’s customer satisfaction targets.
• Assist in conducting monthly meetings with FM service providers, HSE, security, and contractors to assess the contractor’s performance, HSE requirements, identify non-compliance and action plans.
• Keep abreast regarding the latest trends and methods related to facilities management and recommend the most appropriate operation and maintenance practice to the management in order to increase the efficiency and customer satisfaction.
• Implement value engineering concept and methods in order to reach to cost effective solutions and accordingly save maintenance and operation costs for the community.

About you:

• Bachelor’s Degree in Engineering or Facilities Management preferred
• Minimum of 4 years of facility management experience
• Experience of managing contractors and third-party service providers
• Knowledge of facility management processes, tools, standards, documentation, and systems used
• Understanding of local regulations and policies relevant to building operations, community management and facility management