Facility Coordinator
Full time
at Qureos
in
Saudi Arabia
Posted on December 30, 2024
Job details
Job Responsibilities
- Assist management of FM Services at UAE locations.
- Assist management for FM standards and delivery through Supplier KPI's/SLA's.
- Coordinate client and supplier performance reviews against output on a monthly basis.
- Assist management for the supplier's financial performance of the site/s service delivery, including raising work orders, purchase orders, and controlling supplier invoices.
- Assist management for adherence to business controls and CBRE processes and procedures.
- Assist management for initiating value-added initiatives at one or more sites.
- Ensure essential site systems and equipment are maintained within KPI's and SLA's with no statutory failures.
- Assist the FM with a cost-effective maintenance program for all buildings, plant, systems, and equipment.
- Assist management to ensure projects are managed within the portfolio and delivered on time and within budget, including RAMs, PTW, and EH&S.
- Assist management to manage the BCP (emergency evacuations) and ensure it is known to all staff.
- Assist FM management of suppliers who support the site/s.
- Assist FM management of emergency procedures for the UAE site/s.
- Assist FM management for all accident reporting at site/s.
- Assist management to develop and manage pass-through 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.
- Conduct daily visual checks.
- Adhere to health and safety requirements and attend monthly talks/training.
- Ensure that a works order is open for any task/request/report and that they are closed on time.
Financial and Administration Responsibilities
- Assist management with all suppliers' financial costs and controls for the site/s.
- 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 the MEAPK Region to prepare CRES Budget Plan.
- Maintain a folder for scanned copies of the processed MEAPK Region invoices, PRs/POs, and Quotations.
- Prepare Fixed Assets Template for CAPEX invoices and submit to Finance Team per branches.
- Raise PO/PR, invoicing, Prepayment/Accrual invoices, Vendor onboarding, and VRM process.
- Follow up with vendors for SOA, settling vendor payments, and invoice processing.
- Check stationery requirements and obtain quotations from vendors.
- Obtain approvals for quotations and process requisition requests via dB Buyer and other software as required.
- Provide support to other staff as requested, especially when off sick or on leave.
- Support other branches within the MEAPK Region as needed.
- Provide support for technical issues within the team.
- Attend to dB Buyer related issues, including invoices, purchase orders, and payment follow-up.
- Facilitate vendor complaint requests and follow up payments from the DB Payables Team.
- Manage ON & OFF boarding of staff as per set procedures.
People Skills
- Assist management in developing the site/s team/s through effective induction, training, development, and annual appraisals.
- Demonstrate strong supervisory skills and influencing ability.
- Manage a team to deliver their objectives.
- Exhibit strong communication skills (oral and written).
- Converse confidently with staff, customers, and suppliers at all levels.
- Be a strong team player with a passionate customer service focus.
Customer Service
- Maintain regular contact with the FM by developing permanent, mutually beneficial relationships, including growth plans and training.
- Assist FM management in accountability for customer relationships on site/s.
- Demonstrate strong customer service skills to ensure that customer expectations are met.
Project Management
- Prepare Project Manager Cost Report Template per project based on details received, including approved budget, orders placed, invoice tracker, anticipated variations, and change request summary.
- Update the invoice tracker in the cost report every time an invoice related to projects is processed.
- Prepare Fixed Assets Template for CAPEX invoices and submit to Finance Team.
- Request SAP download financial report to check consistency with the cost report.
- Reconcile Cost Closed Financial Report based on the report requested from Finance.
- Assist Project Manager/FM manager with PowerPoint presentations.
Experience and Qualifications
- Demonstrated experience in customer service with key skills in this area.
- 5 or more years of experience working within an FM institution; must 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 (Microsoft systems).
- Self-motivated.
- Strong supplier commercial understanding.
Environment, Health, and Safety
- Follow all Health & Safety and Environmental requirements defined in 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.
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