The Role

The candidate will oversee the Facilities Management department, ensuring the smooth and efficient running of all daily operations. They will also provide supervision and guidance to the Facilities Management Engineer to maintain high service standards and operational excellence.

Key Responsibilities

1. Operational Management

Service Charge Management: Actively seek ways to reduce the service charge while maintaining or improving service levels and work standards.

SLA Re-tendering: Aim for cost reductions during SLA re-tendering without compromising building quality or standards.

Manage Service Providers: Oversee and manage all service providers, ensuring the smooth operation of the property and effective service delivery.

Facilities Management Team Supervision: Supervise the FM team to ensure operational efficiency and adherence to established standards.

2. Financial Management & Budgeting

Annual Budget Submission: Prepare and submit the annual budget and detailed budget analysis.

CapEx Budgeting: Develop and manage medium and long-term capital expenditure budgets, ensuring alignment with strategic goals.

CapEx Project Management: Control and oversee CapEx projects, ensuring they are completed within the approved budget and timeline.

Billing Coordination: Work with the Finance Manager to calculate and oversee the monthly billing of recoverable costs.

3. Contract & Vendor Management

Tendering Process: Manage the tendering process, ensuring it is completed at least three months before the expiration of existing service contracts. Evaluate tenders, coordinate necessary works, and assist in the appointment of contractors.

External Expertise: Advise the client on the need for external consultants, and coordinate their appointment as required.

Contract Review and Process Improvement: Review existing contracts and provide advice to the client to identify opportunities for cost-saving process improvements.

KPI Monitoring: Monitor and evaluate key performance indicators (KPIs), providing operational feedback to the client as part of monthly reporting.

4. Property Maintenance & Leasing Support

Vacant Units Management: Maintain all vacant units and liaise with Property, Leasing, and Marketing teams to install approved hoardings.

Leasing Collaboration: Work closely with the Leasing Manager to evaluate vacant spaces and identify opportunities to lease them, generating additional revenue.

Fit-Out Works Monitoring: Oversee and ensure compliance with lease agreement deadlines, specifications, and procedures during fit-out works.

5. Property Inspections & Utility Management

Regular Inspections: Conduct regular property inspections, providing detailed monthly reports on systems, equipment maintenance, project progress, and work quality.

Utility Consumption Monitoring: Monitor and control utilities consumption, aiming for a reduction of at least 10% through efficient management and implementation of various strategies.

Chilled Water Cost Management: Analyze chilled water consumption and advise the client on actual usage, payments to suppliers, and cost control methods.

6. Sustainability & Risk Management

Sustainability Initiatives: Identify opportunities for implementing sustainability measures related to equipment management and cost control.

Risk Assessment: Conduct thorough risk analysis of the property’s infrastructure and provide actionable recommendations to mitigate potential risks and enhance safety.

7. Emergency Management & Compliance

Emergency Situations: Manage emergency situations effectively, ensuring a swift recovery to minimise operational disruption.

Regulatory Inspections: Liaise with authorities to arrange necessary inspections and drills and provide detailed analysis of outcomes to ensure compliance.

8. Administrative & Client Relationship Management

Record Keeping: Ensure that all department files, both electronic and hard copy, are well-organized and up-to-date.

Internal Communication: Proactively communicate with colleagues and other departments to ensure smooth operations.

Client Relationship Management: maintain positive client relationships to ensure high levels of satisfaction and trust.

Collaboration with Department Heads: Work collaboratively with other department heads as needed to ensure the efficient operation of the property.

Collaborate with Client on Operational Matters: Work closely with the client to address operational concerns and ensure smooth communication.

Skills, Knowledge and Experience

1. Key Competencies:

• Proactive Problem-Solving: Ability to work on own initiative and take a solutions-driven, positive approach to challenges.
• Teamwork & Flexibility: Ability to work effectively as part of a team and remain flexible as the department evolves.
• Interpersonal & Communication Skills: Well-developed interpersonal and presentation skills with a high level of written and verbal communication.
• Client Relationship Management: Proactive in building strong relationships with colleagues and responding efficiently to external clients' needs.
• Adaptability: Ability to handle novel or difficult situations within the context of one's function or specialism.
• Self-Motivation & Autonomy: Demonstrates a self-motivating attitude and the ability to work autonomously, while also collaborating effectively as part of a team.
• Preventive Approach: A proactive, preventive mindset to managing facilities and solving issues before they arise.
• Computer Literacy: Proficient in Microsoft Office applications, including Word, PowerPoint, and Excel, to produce high-quality reports and presentations.
• Technical Software Proficiency: Fully literate in Autocad and associated programs to support technical documentation and design requirements.
• Regulatory Knowledge: Thorough understanding of FIDIC, RICS, IFMA, BIFM, and Bahrain Standards related to facilities management.

2. Qualifications & Experience:

Required:

• At least eight (8) years of Facilities Management experience.
• A technical or engineering degree at the bachelor’s level.
• In-depth knowledge of district cooling supply models.
• CRPEP Licence

Preferred:

• Master’s degree (related to Facilities Management or a technical field).
• NEBOSH (National Examination Board in Occupational Safety and Health) certification.
• LEED Green Associate or LEED AP (Leadership in Energy and Environmental Design accreditation).
• Experience in managing a team.
• RICS (Royal Institution of Chartered Surveyors) qualification.