Facilities Supervisor

About This Role

Job Purpose:

The purpose of the role is to supervise and manage Soft and Hard FM Services at clients’ offices in Dubai and support operations as required.

Key Responsibilities:

Operations* Carries out FM tasks to ensure the operational delivery of facilities maintenance services on site to the satisfaction of client and in line with agreed service standards.

• Provides first line response to client inquires and concerns and ensures timely and quality service delivery, following up with clients to ensure satisfaction.
• Creates work orders / tickets and assigns requests to multiple technicians, subcontractors and vendors. Responsible for communicating these to the relevant technicians and assists management in resolving problems.
• Coordinates in the operational delivery of service contracts for site, ensuring attendance of regular meetings, measuring performance and any contract amendments.
• Conduct regular site walks and report observations to ensure building safety, alignment with client and CBRE standards, and follow up with concerned parties until rectification is completed.
• Coordination with the Landlord / LL FM team for the building safety and routine maintenance activities.
• Coordinate with site technicians and the cleaning team to ensure planned activities are completed on time and review service reports.
• Ensure all UAE, client, and CBRE safety documents are prepared and reviewed prior to the commencement of any site activities, and coordinate with the HSE team as required.
• Active usage of CAFM/CMMS system to make sure the observations/complaints are logged and closed on time achieving the targeted KPIs.
• Arranging quotations based on the required scope from registered CBRE vendors and issuing CBRE standard quotations with applicable markups. Upon approval, generating CBRE purchase orders (POs) to vendors, coordinating the execution of work, and ensuring task closure in the Chase/ERP system.
• Maintaining a site tracker to ensure all approved jobs are completed, closed, and invoiced to the client.
• Prepares regular reports and data according to agreed schedule, presents these to the Facilities Manager.
• Ensures service delivery by attending regular progress reviews with management, customer and client as requested
• Responsible for ensuring building lease obligations are met and service charges are appropriate, through regularly liaison with landlord and property managers.
• Ensures the adherence to the purchase to pay (P2P) process, including the raising and approval of purchase orders, tracking of payments and monitoring of invoices.
• Act as the SSA (Site Security Associate) for the site.

Financial

• Responsible for all financial costs and controls at the site.
• Ensure the timely delivery of all monthly financial reports.
• Demonstrate commercial awareness with a sound knowledge of cost control and daily financial planning.

Health and Safety

• Demonstrate an understanding and knowledge of local health and safety legislation and environmental protection requirements.
• Ensure that all Health & Safety and Environmental requirements are implemented at sites within remit.
• Manage all site emergency procedures, where required, in coordination with the client.
• Manage all accident reporting at the site, ensuring incidents are logged in CBRE systems (Harbour).
• IOSH or NEBOSH qualified, or equivalent.

People

• Manage and develop the site team to ensure the delivery of best-in-class service to the client.
• Demonstrate strong supervisory and influencing skills.
• Manage the team to achieve their objectives.
• Possess strong written and verbal communication skills.
• Be able to communicate confidently with staff, customers, and suppliers at all levels.
• Be a strong team player with a passionate focus on customer service.

Customer Service

• Maintain regular contact with the client and building occupants by developing long-term, mutually beneficial business relationships.
• Be at the forefront of customer engagement across the site(s).
• Demonstrate strong customer service skills and leverage experience to ensure customer expectations are consistently met.
• Key Performance Indicators: Local Service Agreements.
• Internal Relationships: Regional Support Team.
• External Relationships: External suppliers.

Experience and Qualifications

• A minimum of 5 years’ experience in Customer Service, Hospitality, Facilities Management, or a supervisory role within a related service environment.
• Strong written and verbal communication skills.
• Experience in contract management and performance measurement.
• PC literate, including proficiency in Microsoft systems, with experience in PPM and FM software systems such as CAFM.
• Strong commercial understanding, including P&L and budget responsibility.
• Experience managing up to five staff members.