Assistant Facilities Manager

1.        JOB SUMMARY

To develop and execute robust maintenance procedures for the Oman Avenues Mall (OAM) and for other corporate retail assets of the Lulu shopping malls Muscat LLC. The role requires working closely with the General Manager to ensure that facilities are maintained as per the standards defined by the Lulu Group International and the inspections of these facilities help to proactively identify and resolve issues swiftly.

The following are the broad level job responsibilities of this role –

1. Facilities Maintenance
2. Tenant Property Maintenance Contract Management
3. Asset Management
4. Spares Inventory Management
5. AMC Contracts Management
6. Project Management
7. Regular Reporting

2.        PRIMARY Responsibilities 

1. Facilities Maintenance

1. Development of a robust program to manage the Facilities Management (FM) operations.
2. Managing the spaces inside the building efficiently and managing building management activities by planning and overseeing building work / renovation.
3. Close coordination of cleaning, security and general administration works and services with operations manager.
4. Supervising multi-disciplinary teams of staff including maintenance, operations, IT/BMS and general administration.
5. Ensure manpower planning for FM team (outsourced vendor staff) is executed appropriately.
6. Advising on energy efficiency and cost effectiveness by implementing the initiatives at various locations inside the mall in order to save energy, water and air conditioning costs.
7. Ensuring that the facilities meet the statutory and regulatory directives set by the government to maintain Health, Safety and Environment (HSE) standards.
8. Creation and regular review of Facilities Maintenance Procedures and ensure they are implemented uniformly for all facilities.
9. Supervision and coordination of Project Works being done by contractors.
10. For contractors hired by OAM adhere to OAM Facilities Management policies and also meet statutory and regulatory requirements for working at site.
11. Perform site inspections to evaluate contractor performance.
12. Creation and review of Technical Drawings.
13. Create and execute a plan to conduct regular inspections at the facilities in order to identify and resolve issues proactively.
14. Perform and share causal analysis of issues at facilities with proactive maintenance plans to ensure that issues do not recur.
15. Ensure that the Electrical, Air Conditioning, Hydraulic, Pneumatic and Security systems of the facilities are always operational. If for some reason a fault is intercepted, then the response times for corrective maintenance should be very low.
16. Creation / Review of maintenance log for the reporting of daily activities of various maintenance teams.
17. Ensure there is regular snagging of civil and decorative items to make sure they are maintained as per the defined mall standards by repairing / replacing the gypsum boards, tiles, sanitary ware and other such related items.
18. Effective / dynamic management of all utility provisions including electrical, water, chilled water etc.

1. Tenant Property Maintenance Contract Management

1. Planning and execution of demising / re-demising of tenant property based on management requirements.
2. Ensure that Tenant Property Maintenance Contract Management is profitable to the mall and that pricing and estimation covers the overheads and profits.
3. Ensure appropriate markings are done for kiosks in the mall as per the plan provided.
4. Prepare and agree a new leased space layout design as per management requirement.

1. Asset Management

1. Conduct Asset Management as per defined OAM procedures and ensure that preventive and corrective maintenance schedules are adopted to ensure longevity of the assets.
2. Maintain archives of all equipment’s and machinery history. 

1. Spares Inventory Management

1. Ensure that sufficient spares inventory is always available to be used for maintenance purposes.
2. Work closely with the Purchase Teams to place orders with vendors.
3. Ensure there is a broad list of vendors and the prices are negotiated always.

1. AMC Contracts Management

1. Liaise with third party contractors and finalize Annual Maintenance Contracts (AMC) for various maintenance activities.
2. Ensure that the contractors hired for AMC contracts strictly adhere to the HSE policies of OAM.
3. Review of performance of the AMC vendors and ensure that the quality and contract pricing is negotiated well year on year.

1. Project Management

1. Liaise with the consultant and client for any projects that are undertaken by OAM.
2. Provision of project documentation to show the as built and current site conditions.
3. Provision of Technical Advice to Project Teams and resolve any site related issues during the construction phase of the project.
4. Attend meetings at site on behalf of the client.

1. Regular Reporting

1. Compile and present monthly activity reports for facility management to the OAM management team.
2. Work closely with the General Manager and create an annual budget for the Facility Management and Operations.

1. Job Authorities

1. Monthly manpower bills.
2. AMC appointments.
3. Verification of first level of project works.
4. Vendor Registration and evaluation.
5. Costing comparisons of vendors for inventory and services.
6. First level review / verification for negotiation, budgeting, project management, drawings / designs prior to OAM management approval.
7. Project Management –
8. New Project Drawing reviews
9. Supervision and coordination done by project coordinators
10. Project bill verification
11. Snagging Reports and Corrective Actions
12. Site Visits