Assistant Manager-Facilities Management

We are currently recruiting for an Assistant Manager to join our Total Facilities Management team in Dubai.

Scope: Assistant Manager - Facilities Management Hard Services role is responsible for assisting and supporting the Facilities Manager/clients in managing day to day operational management for all FM services ensuring that Facility is fully maintained, functional and safe to use for building users. This includes overseeing maintenance activities, coordination with vendors and contractors, housekeeping and soft services ensuring compliance with relevant safety guidelines and implementation of facility projects.

Financial:

• Assist to Prepare a monthly report with operational data to support the review of the financial performance of the contract in question.

• Ensure FM services are delivered as per sold solution manpower resources only.

• Explore further business opportunities with the client; Manage the team structure and develop it as required to ensure the operations run smoothly and within budget.

• Identify and record continuous improvement initiatives - process improvement or cost improvement.

• Manage the project service delivery performance and ensure the SLA/KPI’s are complying.

• Add value to the client’s business by either presenting with initiatives that drive down costs or complementing their objectives by proposing initiatives in line with their business goals.

• Delivery of FM services in line with agreed contractual SLA/KPI’s to ensure no penalties and deduction

Customer:

• Work with the team AFM/Engineers/Supervisors to devise and conduct any induction and continuation training required for new staff – the training package should be produced before any new staff take on their responsibilities. All training that is carried out is to be recorded in staff personnel files.

• Responsible for planning of all transport/accommodation requirements in advance of any contract start date – this will require close and constant liaison with the transport/accommodation division.

• Ensure that all service level agreements within the contract scope of works are maintained – these should be monitored monthly using the client evaluation forms, and any problems or issues should be resolved and escalated to senior management if required any support.

• Procurement of materials/services/projects to be done in close coordination with procurement team, procurement policies to be strictly followed.

• Management of Specialist Services contractors/vendors within TG scope or as managing agent.

• Ensure that all contract staff sickness, absence, and holidays are reported thus always adhering to all company policies and procedures.

• Liaise with the clients and customers on a regular basis to ensure that the highest standards are achieved and maintained to exceed customer expectations.

• Develop excellent working relationships with the client at equivalent level and hold regular client meetings to ensure the smooth running of the contract.

• Undertake site visits to view staff performance and discuss and resolve any issues raised by the client regarding the quality of service.

Process:

• Managing the Contract Service Delivery as per best industry practices, international FM standards and compliance to local statutory guidelines.

• Project planning from Mobilization stage to demobilization of contracts.

• Order project equipment and machinery.

• Regular communication meeting with clients.

• Contract staff induction and continuous training on best industry practices and established SOP’s. Arrange and control local order purchases.

• Monitor and visit the contract teams at regular intervals.

• Monthly review of the account should be carried out with the Line Manager.

• Monitor resource utilization to ensure that the right number and talent are available for delivering service as agreed contractually.

• Work with other Managers, attend client meetings as and when required and assist Facility/Account Managers in obtaining the correct pricing for services during the preparation of new client and customer business proposals.

• Responsible for the preparation of the monthly staff meetings and for the daily/weekly briefings with the Managers and team Coordinators / Senior Supervisors

• Responsible for carrying out monthly site visits and providing the necessary feedback to the Managers and team supervisors.

• Create and monitor assigned contract SLA’s and ensure that they are aligned to service delivery, client expectations.

• Monitor and control execution of maintenance contracts, review the preventive and corrective maintenance programs and supervise the implementation of employees through reviewing reports.

• Ensuring timely raising of invoices in coordination with central Admin and Finance Teams.

Innovation:

• Execute energy management projects on the contract by identifying opportunities for improvement and seeking guidance from the energy manager.

Selection Criteria:

• 7+ years of experience in the field of Facility management in a managerial position

• Bachelor’s degree in engineering or equivalent degree in facilities management

• Experience in people management

• Good influencing skills

• Proven project management skills

• Proven experience leading continuous improvement projects-commercial and contract awareness

• UAE driving license