Overview

Facility Manager – CAFM

Job Code

TBC

Senior Facility Manager – Permanent Communities

Direct Reports

Development

Department

Asset Management

OXAGON

Job Family

The purpose of this role is to assist the FM team to monitor, plan and schedule the PPM and reactive workloads for in-house staff and Contractors.

The post holder will have specific responsibilities for the administration and operation of the Computer Aided Facilities Management (CAFM) system from an Operational Maintenance Perspective.

The CAFM Manager is a key function in the Facility Management team and will be responsible for the set-up, development and implementation of the CAFM system. They will also be responsible for the ongoing maintenance and operation of the CAFM system, including the procurement of licenses and user training. They will ensure the system is ready for the Oxagon project developments at handover, to transition into operations.

Responsibilities include developing, implementing, and managing the plans and schedules to meet required dates, ensuring that the appropriate governance, standards, processes, and systems, are in place.

Key Accountabilities & Activities

Key Responsibilities:

• Ensuring information is accurately recorded for all assets throughout the Asset Lifecycle, i.e. from post-handover acquisition, through Operation and Maintenance, through to redundancy, decommissioning and disposal
• Ensuring the replacement of assets is recorded including the of replaced assets
• Implementing and maintaining asset records in accordance with the company’s asset classification and hierarchy procedures
• Setting up an annual program of statutory inspections to ensure all plant and equipment receives the required inspections at the correct time to maintain compliance obligations
• Ensuring all assets (buildings, facilities, plant, equipment, systems, and fixtures) are tagged and registered within the CAFM system, in accordance with the company’s documented procedures, and a full operations and maintenance history is maintained, including details generated from scheduled and unscheduled maintenance activity, and the various scheduled Asset Verification and Condition Surveys.
• Creating a scheduled maintenance plan for all assets, in accordance with statutory obligations, best practice operational guidelines or manufacturer recommendations
• Undertaking performance monitoring of planned activities against the relevant Service Agreement KPIs. Creating various compliance and performance reports for all planned activities as business demands dictate
• Developing the operation & maintenance of the CAFM System, including all necessary updates, upgrades, security, backup, and redundancy.
• Ensuring all events are captured in CAFM system and are effectively managed, responded to, and recorded,
• Record inventory use for each maintenance intervention. Provide inventory reports for all spares and consumable equipment, including statistical analysis of their use, to ensure budgeted costs for service provision are monitored and the effectiveness of equipment is validated. Provide these as a monthly consolidated report through the CAFM system.
• Provide a full integration between CAFM system and Service Provider (SP) for planned and out of scope requirements.
• Recommend improvements to system structure and functionality working with vendors to improve tools and processes.
• In conjunction with management, prepare randomly selected lists of reactive and PPM work for the purpose of quality checks and carries out physical quality checks, and document findings, taking corrective actions as required.
• Produce performance reports and review to identify unacceptable performance levels and seek improvements through changes to workload planning and scheduling.
• Provide performance data for contractor reviews to advise on best practice to ensure levels of service and SLAs are achieved.
  
  

Processes and Procedures

Understands the following business procedures, plans and workflows to assist development of a robust CAFM System, including but not limited to:

• Asset Management Processes
• Facility Management Processes
• Property Management Processes
• Work Order Management
• Health, Safety and Environmental Management Processes
• Quality Management Systems
• Safe System of Work Processes (MSRAs)
• Procurement and Commercial Processes
• Development of SLAs, MOUs, and Performance Metrics
• Developing service delivery performance data capture and collaborating with others to ensure it informs continuous service performance.
  
  

Systems

At design and preconstruction stages providing early input in selection of required systems.

Providing input into the software systems required for transition/ integrations into operations including but not limited to:

• Asset Management System
• Space Management System
• BIM Interface system
• Procurement System
• Stores Inventory Management System
• Resource Planning System
• Contracts Management system
• Property Management System
• Leasing Management System
• Building Management System
• Energy Management System (EMS)
• Security Management System
• Emergency Management System
• Document Management
  
  

Background, Skills & Qualifications

• Experience of setting up, organising, and implementing a CAFM system in a greenfield situation
• Minimum of 7 years Middle East experience
• Minimum of 7 years FM experience
• Previous FM contract management experience
• Attention to detail and a thorough understanding of regulatory and compliance standards in facility management.
• Excellent written and oral communication skills to liaise with diverse stakeholders.
• Excellent interpersonal skills