Facilities Controller

Job Purpose: Manage the efficiency of the day to day operations the various
Facilities teams, which include Maintenance, Sustainability,
Turnaround/Quality Assurance, Admin and the Happiness and Allocation Center.
Continuously monitor, review and evaluate the process, feedback, suggestions
and complaints received. Job Outline: - Generic - Lead and manage the team to
ensure they are developed and have the appropriate skills set and knowledge
base to confidently apply policies and practices. Guide and develop team with
the necessary people management and soft skills, through one to one meetings,
coaching and performance reviews. - Responsible for collating information from
team, highlighting ideas to refine processes, and ensuring they are updated
accurtalely. Ensure that any issues highlighted by the team are resolved or
escalated, with proactive suggestions. - Liaise with external and internal
stakeholders, ensuring effective communication and influencing in order to
achieve required results. Monitor internal and external SLAs and ensure any
non-compliance is highlighted and escalated to line manager in a timely
fashion, with recommendations for addressing variances. - Proactive
involvement in system testing, process reviews, surveys and suggesting
improvements to operations. Ensure that relevant reports are provided and that
timely and accurate information is provided to support operational decisions.
- Monitors and review departments capital and operational budget as cascaded
by the Facilities Manager. Ensure department cost/spend remain within budget
at all times. - Maintenance: - Ensure all Maintenance Service Requests (SR)
(routine/escalated) and Turn around Work Orders (WO) in Bayti Dashboard are
monitored, reviewed and actioned in a timely manner and as per set processes.
Ensure that no maintenance SRs passed ‎5 days in the system and provide the
justification to section head/VP in case of any. Review and approve the
purchase requisition through Oracle system. - Ensure all related admin
functions below are handled, completed in a timely manner and as per ISO
standards. Provides supervision and develop an outstanding Control Centre
Team. - Analyse statistics or other data to determine the progress and level
of service provided (SR-Workload performance as per KPI set?weekly basis
/Contractors Performance /Feedback Survey/Complaints). - Hold regular meetings
with team or section head to brief the areas of concern and improvement to
keep them posted on developments including emergency incidents related to
buildings under control. - Sustainability: - Manage the analysis of energy and
water consumption and waste at properties, and proposes clean and low-energy
solutions, such as LEDs, solar panels etc., that would reduce the overall
consumption of the properties and push the organization towards
sustainability. Coordinate with specialized contractors to retrofit existing
properties for sustainability and to obtain Green certifications (e.g. LEED)
for all properties. - Monitor and measure the organisations (including
residential and commercial properties) sustainability performance presents
weekly, monthly and yearly reports (as needed) to top management in order to
reflect the energy and water savings and the key sustainability changes
carried out. - Develop and implements, in liaison with Corporate
Communications and Environmental Affairs, a communication plan for the
department?s sustainability initiatives, both internal and external. Ensure
that the communication plan supports the organizations sustainability strategy
and policies. - Network with companies who are implementing sustainability
programs in order to benchmark with them and identify best practices that can
be applied in the Group. Keep up-to-date of the local and international
trends, technologies, and innovations in the field of sustainability in order
to identify new, innovative and economically reductive ways to stay green. -
Turnaround/Quality Assurance: - Undertake responsibility for managing the
turnaround operations of staff accommodation. - Develop service level
agreements to monitor and improve the performance and reliability, endorse the
same for management approval. Provide adequate and timely feedback to Line
Manager on challenges with recommendation, to work within the Management
guidelines. - Manage assigned projects from the preparation of the scope,
supervision, execution and ongoing services post hand over. - Maintain mutual
understanding with third Party Suppliers and Contractors to ensure all company
requirements are met in order to ensure a seamless operation. - Monitor the
performance of all service providers through when necessity as well as
continuous monitoring through Bayti portal to ensure service targets are met
within the agreed timelines. - Admin & Planning: - Plan and coordinate
administrative procedures, system testing and devising ways to streamline
processes. - Oversee the reconciliated data from team members to ensure
accurate payments is released. This includes investigating any discrepancies
errors to ensure it is resolved in a timely manner - Happiness Centre &
Allocation: - Manage the entire function of providing furnished residential
accommodation to those staff who are eligible for company provided
accommodation. Forecast the short and medium term accommodation requirements
and analyze how these requirements can best be met. - Receive all applications
for company accommodation, check their validity and maintain the waiting list
for Company assisted accommodation where applicable. Notify staff on the
waiting list when accommodation is available for leasing and arrange all lease
documentation, rental arrangements and facilitate the occupation of the
apartment by the staff member/tenant. - Where applicable, calculate the rental
rates applicable to staff and sharers in assisted accommodation and notify
Payroll Accounts of the rental deductions that have to be made for each tenant
or sub-tenant. Monitor the promotion lists and where staff living in Company
assisted accommodation had been promoted and ensure that the rentals are re-
calculated and that Payroll section is duly notified of any changes in rental
deductions that have to be made. Calculate and maintain revenue statistics and
advise GMFO&M of monthly rental revenues. - Check occupancy levels of all the
apartments and ensure that the stated occupancy levels are being complied with
and that there is no dangerous overcrowding. Check and control the number of
3rd party occupants who are not the spouses of or immediate family members of
the staff member tenant.
Qualifications & Experience: Airport Operations.Other : ‎8+ Years Degree or
Honours (‎12+‎3 or equivalent) : Degree in facilities management. All members of
the maintenance team must have an MEP or HVAC Engineering degree. Experience
in property management, with at least ‎2 years in a management role.
Knowledge/skills: -Knowledge of the commercial property market in Dubai and
experience in the property management and maintenance industry. -Knowledge of
the working processes of the Dubai Municipality, Land Department ( RERA) and
Chambers of Commerce is desireable. Leadership Role: YES Safety Sensitive
Role: NO
Salary & Benefits: Join us in a management role and enjoy an attractive tax-
free salary. On top of our generous travel benefits, including discounted
flights and hotel stays around the world, this managerial role also has an
excellent leave and healthcare package. That's on top of transport benefits,
life insurance and more.