Operations Coordinator

Overview

We are currently seeking an Operations Coordinator experience in overseeing facilities management service providers, with a working knowledge of transitions management, functionality of property management systems and interfacing with stakeholders and tenants.

Responsibilities

• Oversee the technical operations of the Total Facilities Management (TFM) service providers by providing:
• quality assurance and quality control of the day-to-day facilities management operations
• transitions management (which involves taking a building from construction to operations)
• management of the defect liability period and snagging processes, which includes but is not limited to inspecting the property, raising defects and snags while keeping a log to ensure that the main building contractor addresses and closes out all the defects and snags in accordance with industry best practices.
• Provide OPEX and CAPEX budgeting requirements, financial forecasts and P&L’s
• Prepare and submit weekly, monthly, quarterly and annual reports to the Property Manager
• Assist in the preparation of governance documents, property operations plans, guidelines, property regulations/rules, policies and procedures, procurement requests for approvals and other documents as required.
• Liaise with clients, tenants and contractors, exercising good negotiation skills with experienced professionals in multi-national organizations.
• Ensure the TFM service providers adhere to the requirements of any insurance policies, requirements of any relevant authorities, all laws, decrees, local municipality codes of practice and legislation of the country.
• Day-to-day management of the TFM contract; service provision of which include, but are not limited to: security, soft and hard services, EHS, reactive and corrective maintenance, planned preventive building maintenance (PPM), assets and condition surveys of electrical, HVACR (heating, ventilation, air-conditioning and refrigeration), plumbing, hydraulic systems, alarms, Fire, Life and Safety, building management systems (BMS), generators, access controls, chillers, chilled water systems, UPS (Uninterruptible Power Supply), building fabric, water features, internal and external facades, assets coding, water quality testing and analysis, CCTV, landscaping, pest control, lift and elevators, waste management, high voltage substations, etc.
• Guide and manage the TFM service providers operatives and skilled technicians and oversee the tender and selection process for all specialist subcontractors to ensure technical competency and quality of work as per contract.
• Delivery of the properties PPM, reactive and remedial works, etc. ensuring that the TFM service providers execute these works to meet Service Level Agreements (SLA) and Key performance indicators (KPI); ensure that sufficient attic and critical stock levels are maintained to allow timely completion of work; ensure that all the statutory inspections and tests are certified and recorded by local authority/municipality approved vendors; all pre-occupancy/move-in inspections and termination/check out inspections and refurbishments are completed on time and to the property standard.
• Maintenance and accuracy of the property management systems (CRM/BMS/CAFM/BIM) and ensure that the TFM service providers are keeping the systems up to date and that they receive training and advice on using the system.
• Liaise and advise the Property Manager and Client on changes to local law and legislation that may affect the operations of the property and seek approval and direction on implementing and cascading directives that will affect the day-to-day operations of the site.
• Maintain close working relationships with the Property Manager, TFM service provider, Leasing Agents and other interested parties to ensure strong communication and teamwork between the various departments.
• Reviewing of the client’s contract and TFM service providers contracts, ensuring the proficient delivery of the scope of work and specification of services detailed within them, so that all activities that are required are in place to operate the property efficiently and effectively.
• Perform all functions and responsibilities which may not be expressly mentioned in the Clients contract, but that are necessary for the proper performance of services and the carrying out of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice.
• Other tasks as required.

Skills and Qualifications

• Bachelor's degree in Engineering or a related field.
• Minimum of 2 years’ experience in operations management of commercial buildings in Egypt, ideally with prior transitions management experience.
• Excellent interpersonal and communication skills.
• Strong organizational and problem-solving abilities.
• Ability to take initiative and work proactively.
• Attention to detail and a high level of accuracy.
• Strong team player with the ability to build relationships.
• Understanding of regional business culture and regulations.
• The ability to understand and make use of computers and information technology (Knight Frank internal systems).
• Certifications and Licenses: MRICS desired but not essential.
• Software: Microsoft Office programs to a proficient level.
• Language skills: Fluency in English, written and verbal. Fluency in Arabic or other languages is advantageous.
• Travel: Flexible attitude towards travelling.