Officer- Facility Management

Job Purpose

Facility Inspections & Maintenance Oversight

• Conduct regular inspections of buildings, roads, offices, landscaping, utilities, and furniture using standardized checklists.
• Identify maintenance issues and ensure timely corrective actions.
• Respond promptly to facility alarms, breakdowns, equipment failures, and occupant service requests.
• Supervise maintenance and repair activities carried out by internal teams and external contractors.
• Ensure all maintenance works comply with safety regulations, quality standards, and applicable industry codes.
• Monitor the operational condition of critical infrastructure such as drainage systems and submersible pumps.

Operations & Contractor Management

• Create, assign, and monitor maintenance work orders and tasks.
• Coordinate with Supply Chain Management (SCM) for contractor engagement and procurement activities.
• Review and monitor service contracts to ensure compliance with operational requirements.
• Supervise contractor performance and validate completed works before submission for approvals.
• Monitor outsourced service quality, delivery schedules, and service standards.
• Liaise with contractors, vendors, and internal departments to ensure efficient service delivery.

Finance Management & Reporting

• Assist in preparing and monitoring facility management budgets and expenditures.
• Track payments, verify invoices, and ensure contract compliance.
• Generate periodic reports related to budgets, contracts, maintenance activities, and operational performance.
• Implement and monitor cost-saving and energy-efficiency initiatives.
• Conduct quarterly supplier and contractor performance evaluations.
• Support SAP-related budget tracking and issue resolution activities.

Compliance, Safety & Policy Implementation

• Ensure compliance with health, safety, environmental, and quality management standards.
• Prepare daily work permits, Job Method Statements (JMS), and Point of Work Risk Assessments (POWRA).
• Develop and implement facility management policies, procedures, and operational guidelines.
• Coordinate with housekeeping teams to maintain facility cleanliness and hygiene standards.
• Assist in investigating facility-related incidents and implementing corrective actions.

Preventive & Lifecycle Maintenance

• Develop and implement preventive maintenance schedules and lifecycle management plans for facility assets.
• Coordinate routine inspections and maintenance activities to ensure uninterrupted facility operations.
• Monitor asset performance and recommend replacement or upgrade requirements where necessary.

Administrative & SAP Responsibilities

• Raise Purchase Requisitions (PRs) in SAP for departmental requirements and projects.
• Prepare Goods Receiving Notes (GRNs) and Service Receiving Notes (SRNs) while ensuring accurate SAP data entry.
• Prepare final acceptance certificates for completed projects.
• Report discrepancies related to invoices, contractor submissions, and supporting documentation.
• Prepare monthly SAP reservation tickets and stationery requirements.
• Consolidate departmental data and prepare MIS reports and operational documentation.
• Draft awareness campaign materials and departmental forms as required.

Qualifications

• Diploma or Bachelor s Degree in Engineering, Facility Management, Business Administration, or a related field.
• 2 3 years of experience in a supervisory or specialist-level facility management role.
• Experience managing building maintenance, cleaning services, catering services, and general facility operations.
• Hands-on experience in maintenance coordination, renovations, and space planning activities.
• Knowledge of HSE standards, compliance regulations, and risk assessment procedures.
• Experience in budgeting, cost control, contractor coordination, and resource planning.
• Professional training in EHS, supervisory management, or computer/technology-related courses is preferred.

Key Skills & Competencies

• Strong understanding of facility operations, construction, and maintenance practices.
• Knowledge of project management and business administration principles.
• Familiarity with quality assurance and quality control practices.
• Strong leadership, supervisory, and team coordination skills.
• Excellent contractor and vendor management capabilities.
• Effective problem-solving and decision-making abilities.
• Strong communication and report-writing skills in English.
• Ability to prepare policies, procedures, and technical documentation.
• Proficiency in Microsoft Office applications and SAP systems.
• Strong organizational, planning, and multitasking abilities.
• Commitment to operational excellence, safety, and continuous improvement.