Position Summary

To oversee the execution of facility management operations related to KAPSARC’s office complex, whilst ensuring compliance with all applicable laws and regulations, in order to support in creating an optimal, safe, comfortable, and cost-effective workplace for KAPSARC employees.

The scope of coverage for this position includes the entire ROC site areas with direct responsibility on Office Services, Event Management, Asset Control, Janitorial, Waste Management, Pest Control, and Horticulture services as well as follow-up on all other services / works in the covered site areas.

Major Accountabilities

Strategy and Plans

• Contribute to the development of the department strategy and cascade it into the business plans to create value for KAPSARC and facilitate the achievement of the strategic priorities.
• Regularly report to the Facility Management Director on the operational activities of the department, challenges and issues faced, mitigations taken, etc. as required, to keep him informed and updated on the day-to-day activities.

People Management

• Organize and supervise the activities and work of the team to ensure that all work is carried out in an efficient manner which is consistent with operating procedures and policy.
• Provide on-the-job training and constructive feedback to the team to support their overall growth and development.

Performance Management

• Ensure proper cascading of the performance objectives and monitor performance of the teams to ensure delivery of these objectives and promote a performance-driven culture.

ROC-Office Complex Management

• Lead and oversee the day-to-day facility management operations, including office services, event management, ROC assets, janitorial, food and beverage, waste, and pest control, to ensure the delivery of high-quality services to KAPSARC employees and visitors.
• Monitor the implementation of KAPSARC’s office complex maintenance plan and schedules, including routine maintenance, installation, repair, and removal of equipment, to ensure a holistic coverage of all office complex facilities on regular basis and as needed.
• Assure that all scope services and relevant reporting are properly delivered at the expected high-quality levels within the allocated budgets in a timely manner while assuring high levels of customer care and professional hospitality.
• Assist in creating annual budgets, forecasts and business plans to maximize the value and cash flow of the portfolio of facilities (complex), including acquisitions and disposition recommendations of equipment and other assets.
• Ensure optimal management of assets, and make benchmarking exercises to ensure that assets are being managed in an optimal manner (in terms of lifecycle assessment, financial performance, operational utilization… etc).
• Follow up on the assigned leasing activities including the relevant coordination, marketing, revenues, expenditure, and strategy implementation, when applicable.
• Prepare the required weekly, monthly and annual reports, as applicable.
• Attend to the work requirements at all times, as needed.

Events Management

• Work closely with Comms and PR team, and other relevant entities to identify the event’s requirements from a facility management perspective, to ensure the provision of all required services / goods to execute planned events.

Vendor Management

• Manage the relationships with vendors who provide services to KAPSARC’s office complex, to ensure the sustainability of long-term relationships and the achievement of mutual business benefits.
• Monitor the vendors’ performance reports and ensure all the required facilities are being delivered as per the service level agreements and quality standards.

Innovation and Continuous Improvement

• Lead the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Policies, Systems, Processes and Procedures

• Lead the implementation of departmental policies, systems, processes, procedures, and controls so that all relevant procedural/legislative requirements are fulfilled while delivering a quality, cost-effective service in a consistent manner.

Reporting

• Review the reports being developed by the team and ensure they are prepared accurately and on time and meet KAPSARC's requirements, policies, and quality standards.
• Report to the facility management director as needed.

Related Assignments

Perform any other duties which the organization may require to be carried out at any time as needed.

Qualifications and Experience

Recommended Qualifications and Years of Experience

• Bachelor´s degree in Business Administration, Facility Management, Operations Management, Engineering or any other related field with 12-15 years of experience
• Master’s degree in a relevant filed is a plus
• Strong command of the English Language (spoken/written)
• Prior experience in managing soft services in office/business settings
• Prior experience in Event Management
• Technical and physical abilities to lead, inspect and supervise site works
• Thorough knowledge and understanding of applicable laws, regulations, requirements of facility licenses, etc.
• BOMA certification or equivalent is a plus
• LEED Accreditation is a plus