To provide FM, Administrative & Backoffice assistance for assigned alternative assets in order to ensure that all properties undertaken are managed efficiently and effectively and meet all requirements and quality parameters, in accordance with the established policies and procedures.

1. Procurement & Financial Management

• Raise Local Purchase Orders (LPOs) for all repairs and maintenance works in the company’s buildings and properties.
• Maintain and update the LPO register regularly.
• Monitor and keep accurate records of all contracts related to facility management.
• Track and manage OPEX and CAPEX budget utilization.
• Submit monthly financial reports, including but not limited to budget utilization, accruals, spend categories, and payment schedules/status.
• Process vendor invoices for all completed maintenance and repair works.
• Regularly and accurately manage petty cash funds for facility-related expenses.

2. Facility Management & Communication

• Respond promptly to internal and external emails and telephone calls regarding any facility-related requests or inquiries.
• Dispatch facility request information to the relevant teams or vendors in a timely manner.
• Coordinate access on-site to vendors for maintenance and repair works at all company buildings and branches.

3. Monitoring & Control

• Monitor and report on facility-related budgets to the line manager, following agreed timelines and reporting formats.
• Ensure thorough monitoring and control of FM documentation to secure compliance with quality standards and meet stakeholder needs.

4. Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement of processes and practices, incorporating international leading practices, cost reduction, and productivity enhancement.

5. Policies, Systems, Processes & Procedures

• Adhere to relevant departmental policies, processes, standard operating procedures, and instructions to ensure work is carried out in a controlled and consistent manner.

6. Reports & Documentation

• Prepare Management Information System (MIS) and progress reports with status updates on FM operations.
• Produce handover reports for related stakeholders as necessary.

7. Quality, Health, Safety & Environment (QHSE)

• Ensure compliance with all relevant quality, health, safety, and environmental procedures, instructions, and controls.
• Guarantee the safety of employees, the quality of services/products, and environmental compliance through proper procedures.