Facility Coordinator

Key Tasks:

Technical

To assist management of FM Services at UAE locations.

To assist management for FM standards and delivery through Supplier KPIs/SLAs.

Coordinate a client supplier performance reviews against output on a monthly basis.

To assist management for the suppliers financial performance of the site/s service delivery with rising of work orders Purchase orders and control of supplier invoices.

To assist management for adherence to business controls and CBRE processes and procedures.

To assist management for initiating value add initiatives at one or more sites.

Ensure essential site systems and equipment is maintained within KPIs and SLAs and with no statutory failures.

Assist the FM with a costeffective maintenance program for all buildings plant systems and equipment is in place

To assist management to ensure projects are managed within the portfolio and delivered on time and within budget including RAMs PTW and EH&S.

To assist management to manage the BCP (emergency evacuations) and ensure it is known to all staff.

Assist the FM management of suppliers who support the site/s.

Assist the FM management of emergency procedures for the UAE site/s.

Assist the FM management for all accident reporting at site/s.

To assist management to Develop and manage passthrough opportunities to realize savings.

Ensure that all Health & Safety and Environmental requirements are in place at site/s within remit.

Fill in applicable checklists (daily weekly monthly quarterly or annually) as per attached procedures.

Daily visual check.

Adhere to health and safety requirements attend monthly talks/training.

Ensure that a works order is open for any task/request/report are closed on time

Financial and administration:

To assist management with all suppliers financial supplier costs and controls for the site/s.

To assist management to ensure the timely delivery of all monthly financial reports.

Be commercially aware and have a sound knowledge of cost controls and daily financial planning.

Maintain a tracker for all invoices for MEAPK Region which is very useful in preparing CRES Budget Plan.

Maintain folder for the scanned copies of the processed MEAPK Region invoices PRs/POs and Quotations.

Prepare Fixed Assets Template for CAPEX invoices. Submit Fixed Assets Template to Finance Team per branches to capitalize the invoice(s)

Raising PO/PR invoicing Prepayment/Accrual invoice Vendor onboarding VRM process.

Follow up with vendors for SOA settling vendor payments and invoice processing

check stationery requirements

Obtain quotation(s) from the vendors

Obtain approvals for the quotation

Process requisition request via dB Buyer and other software as required

Assist/Backup Administrator provide support as and when requested off sick and on leave.

Other Staff provide support to other staff within our team as and when requested off sick and on leave.

Other Branches within MEAPK Region provide support upon request across the region i.e. related to invoices purchase orders and internal meetings.

Technical Issues provide support to other staff within our team whenever there are technical issues on their system.

Attend to dB Buyer related issues i.e. invoices purchase orders and payment follow up issues.

Facilitate vendor complaint requests follow up payments from DB Payables Team

ON & OFF boarding of Staff are managed as per the set procedures.

People skills:

To assist management and develop the site/s team/s through effective induction training and development and annual appraisals.

Strong supervisory skills and influencing ability.

Manage a team to deliver their objectives.

Strong communication skills (oral or written).

Be able to converse confidently with staff customers and suppliers at all levels.

Strong team player with a passionate customer service focus.

Customer Service:

Maintain regular contact with the FM by developing permanent mutually beneficial relationship including growth plan and training.

Assist the FM management for his accountability being the forefront of customer relationships in the site/s

Demonstrate strong customer services skills and use your experience to ensure that customer expectations are met.

Project management:

Prepare Project Manager Cost Report Template per Project base on the details received from him. Details include approved budget orders placed and to be placed invoice tracker anticipated variations and change request summary.

Update the invoice tracker in the cost report every time I have processed an invoice related to projects.

Prepare Fixed Assets Template for CAPEX invoices.

Submit Fixed Assets Template to Finance Team per branches to capitalize the cost on the invoices related to the project.

Request SAP download financial report to check if we have the same details and amount on the cost report.

Reconcile Cost Closed Financial Report based on the report requested from Finance.

Assist Project Manager /FM manager on his Power Point presentations.

Assist Project Manager /FM manager as and when requested

Internal Relationships: Regional Support team

External Relationships: External suppliers

Experience and Qualifications:

Demonstrate experience in dealing with customer service and exhibit key skills within this area

Must have 5 or more years experience working within a FM institution most be IT proficient in Microsoft

Sound problem solving ability.

Strong communication skills (oral and written).

Excellent influencing skills.

Experience in contract management and measurement.

PC literate i.e. Microsoft systems.

Self motivated.

Strong supplier commercial understanding

Environment Health and Safety:

Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training

Follow required emergency prevention and operational controls

Report all accidents occupational illnesses and emergencies

Quality

Apply execute and maintain function related quality issues