facilities management- specialist

Client: Government Entity

Job Purpose

• Governance & Owner Representation

• Act as the Company’s focal point for all FM-related matters.
• Represent the Company in coordination meetings with the co-owner and the appointed FM service provider.
• Ensure FM services align with the ownership agreement and any joint building management arrangements.
• Monitor compliance with agreed SLAs, KPIs, and contractual obligations.
• Oversight of Hard Services
• Review preventive and corrective maintenance plans for MEP systems, HVAC, elevators, fire & life safety systems, BMS, etc.
• Ensure statutory inspections and authority approvals are conducted in accordance with local regulations.
• Verify proper asset management practices and lifecycle planning.
• Monitor major maintenance works and ensure cost allocation is accurate and justified.
• Oversight of Soft Services
• Oversee cleaning, security, landscaping, pest control, waste management, and other soft services.
• Review manpower deployment and service schedules.
• Monitor service quality standards and compliance with agreed scope.
• Address tenant/user complaints related to FM services.

• Financial Oversight & Cost Control

• Review annual FM budgets and operating expenses.
• Verify cost-sharing calculations based on ownership percentage.
• Review invoices and service charge breakdowns before payment approval.
• Assess cost efficiency and benchmark service levels where applicable.
• Identify opportunities for cost optimization without compromising service quality.

• Performance Monitoring & Reporting

• Establish and monitor KPIs and SLAs.
• Conduct regular site inspections and performance audits.
• Review monthly and quarterly performance reports from the FM contractor.
• Prepare internal reports to Management on FM performance, risks, and financial exposure.

• Risk Management & Compliance

• Ensure health, safety, and environmental compliance across the building.
• Monitor emergency preparedness plans and drills.
• Ensure adequate insurance coverage related to building operations.
• Identify operational and financial risks and recommend mitigation measures.
• Coordination with Co-Owner
• Maintain structured communication with the co-owner regarding building operations.
• Participate in joint building management committee meetings (if applicable).
• Support dispute resolution related to FM services or cost allocation.
• Ensure transparency and documentation of all joint decisions.
• Continuous Improvement
• Recommend operational improvements and service enhancements.
• Propose revisions to service standards if needed.
• Advise management on future FM procurement strategy (e.g., direct appointment, joint tendering, or independent service agreements).

Authority Level

• Authorized to review and validate FM-related invoices prior to internal approval.
• Authorized to request performance clarification and corrective actions from the FM contractor (through agreed governance channels).
• Escalates major disputes or financial concerns to Senior Management.

Qualifications & Experience

• Bachelor’s degree in Engineering, Facilities Management, or related field.
• Minimum 5 years of experience in facilities management, preferably in commercial or mixed-use buildings.
• Experience managing FM contracts and service providers.
• Strong knowledge of MEP systems and building operations.
• Familiarity with service charge allocation and cost control.
• Strong negotiation and stakeholder management skills.

Key Competencies

• Contract management
• Financial acumen
• Technical knowledge (Hard & Soft FM)
• Stakeholder coordination
• Risk assessment
• Reporting & governance
• Problem-solving
• Attention to detail

Deliverables

• Monthly FM performance report
• Quarterly financial review of FM costs
• Annual budget review and recommendation
• Risk & compliance assessment report
• Service improvement recommendations