Projects Analyst

Roles and responsibilities

Major Accountabilities

Facility Management Projects

• Assist in the implementation and monitoring of engineering projects (architectural, interior, construction, etc.) to support timely delivery and compliance with KAPSARC’s quality standards.

Vendors Coordination

• Support other team members in coordinating with vendors to ensure timely service delivery and effective communication.
• Monitor vendor performance and provide updates to ensure alignment with project requirements.

Policies, Systems, Processes, and Procedures

• Support the implementation of policies, systems, and procedures by providing data and documentation to meet procedural and legislative requirements.

Reporting and Analysis

• Prepare project status updates, performance dashboards, and data analysis to support decision-making and project updates.

Project Coordination and Documentation

• Assist in maintaining project documentation, including schedules, progress updates, meeting minutes, and correspondence.

Stakeholder Communication Support

• Support internal and external stakeholder communication by coordinating meeting schedules, preparing materials, and consolidating feedback.

Learning and Development

• Engage in continuous learning to develop project management skills, technical expertise, and familiarity with facility management best practices.

Other Duties

Perform additional tasks, as assigned by the organization to support facility management operations.

Stakeholder and Vendor Management
Vendor Coordination: Assist in the selection, management, and evaluation of vendors and contractors, ensuring quality, timeliness, and cost-effectiveness of service delivery.
Stakeholder Communication: Act as a liaison between internal stakeholders (e.g., operations teams, senior management) and external vendors, providing regular updates and addressing any concerns that may arise during the course of a project.
. Facilities Operations Support
Facilities Maintenance: Monitor and assess the ongoing maintenance and operations of physical facilities to ensure they meet safety, regulatory, and operational standards.
Facility Improvements: Support facility improvements by researching best practices, evaluating current facilities, and assisting in the implementation of upgrades or new technologies to optimize space and resource usage.
Risk Management and Compliance
Risk Identification: Assist in identifying potential risks to project timelines, costs, or operational functionality, and develop strategies for mitigating these risks.
Compliance Monitoring: Ensure that facilities management projects comply with local regulations, health and safety standards, and environmental laws

Desired candidate profile

Bachelor’s degree in Architecture, Engineering, or a related field with 0-3 years of experience.
Basic understanding of engineering and facility management principles.
Familiarity with applicable laws, regulations, and licensing requirements is preferred.
Project Planning and Coordination
Project Development: Assist in the planning and development of facilities management projects, ensuring alignment with organizational goals and objectives.
Project Scope Definition: Help define the scope of facilities projects, including timelines, costs, resources, and deliverables.
Scheduling and Resource Allocation: Coordinate with internal teams and external contractors to ensure that resources are allocated efficiently and project timelines are met.
Budgeting and Financial Analysis
Cost Estimation: Develop and analyze project cost estimates for facilities-related work (e.g., building repairs, renovations, new construction projects) and ensure they align with the overall budget.
Budget Monitoring: Track and report on project expenditures, ensuring that costs stay within budget and identifying potential financial risks early on.
Cost Reporting: Provide regular financial reports and updates to stakeholders, detailing expenditures, savings, and any deviations from the original budget.
Data Analysis and Reporting
Performance Metrics: Analyze data related to facility performance, including energy usage, maintenance costs, and space utilization, to inform decisions and improve operational efficiency.
Reporting: Prepare regular reports on project status, performance metrics, and financial data for stakeholders, management, or clients.
Project Documentation: Maintain detailed records and documentation for all facilities projects, ensuring compliance with organizational and legal requirements.