Overview of the Role
As a Facilities Management Coordinator at Driven Properties, you will ensure the smooth operation and maintenance of a portfolio spanning single and bulk units in Dubai, Fujairah and Sharjah. Your role includes overseeing property handovers, managing maintenance requests, coordinating with vendors, and conducting inspections. Acting as a key contact for tenants and contractors, you will handle documentation, reporting, and compliance while ensuring high service standards.
Key Responsibilities include, but are not limited to the following:
Tenant Maintenance Coordination
• Monitor and coordinate with maintenance contractors and AMC service providers to address tenant maintenance requests promptly.
• Record and update maintenance requests in the PM software, ensuring follow-up with service providers until complaint closure. Work Permit Coordination
• Liaise with owners, tenants, and vendors to secure work permits from the respective building management. AMC Coordination
• Obtain quotations from contractors, prepare comparative analyses, and provide recommendations. • Ensure AMCs remain valid, assist with renewals, and maintain compliance. Preventative Maintenance
• Oversee Planned Preventive Maintenance (PPM) tasks, ensuring adherence to schedules and resolution of arising issues. Inspections
• Conduct visual inspections of properties and report any defects to service providers for rectification.
Handover Process Management
• Coordinate with teams and tenants to ensure properties are ready for move-in/move-out inspections.
• Collaborate with the handover team for seamless execution. Documentation Management
• Prepare and organize reports and trackers, saving them in a centralized location (e.g., OneDrive) for easy access and future reference. Vendor Management
• Arrange site visits, review technical reports, request quotations, and negotiate with contractors.
• Monitor vendor performance and ensure the scope of work is completed as per agreements. Contractor Payments
• Facilitate timely payments to contractors, prepare memos, and ensure dues are cleared in accordance with agreed terms. Reports and Documentation Review
• Prepare reports, create scopes of work for refurbishments, and ensure maintenance tasks meet quality standards.
• Review monthly service reports from subcontractors and validate work completion before approval. Client Support
• Deliver exceptional customer service during handover processes by addressing client concerns and ensuring satisfaction.
Continuous Improvement
• Identify opportunities to optimize daily operations and implement improvements to enhance efficiency and client satisfaction. Security Deposit Calculations and Refunds
• Calculate and negotiate security deposits, seek landlord approvals, prepare refund memos, and ensure timely releases to avoid complaints.
Additional Tasks: Handover Inspections
• Conduct detailed inspections during handovers, document findings with photos, and secure tenant signatures on inspection reports.
• Escalate issues to relevant vendors if necessary.
Early Termination Procedures
• Calculate early termination fees, address tenant concerns, and ensure a smooth departure process. Vacant Unit Inspections
• Perform biweekly inspections of vacant units to identify and resolve any issues promptly. Emergency Response
• Manage urgent situations effectively and ensure swift resolution.
As the Facilities Management Coordinator, you will work closely with the Property Manager for single and bulk units in Dubai, Fujairah and Sharjah to ensure efficient facilities, maintenance and security processes for your designated units.