Facilities Management Coordinator

Job description / Role

We are seeking a motivated and experienced individual to take on the Facilities Management Coordinator role at Maraya.

Maraya is a purpose-built event venue in AlUla, Saudi Arabia, comprising of a main auditorium, a conference hall, meeting rooms, VIP facilities and dining hall. AlUla is known for its breath-taking desert landscape and magnificent heritage sites. Designed to blend into the surrounding landscape, the state-of-the-art structure is covered in mirrored panels reflecting AlUla’s beauty.
Maraya, which translates to “mirror” or “reflection” in Arabic, boasts 9,740 square metres of mirrors, making it the largest mirrored building in the world according to Guinness World Records.

We are looking for a highly organised Event Specialist in Technical Production Management to facilitate all technical requirements for the Maraya Venue. The Maraya Venue comprising of a main auditorium, a conference hall, meeting rooms, VIP facilities and dining hall.

This position exercises overall responsibility for all events taking place in the Maraya, responsible for the advance planning of all technical requirements, and show day management of a variety of different shows.

The team
This is an opportunity to join our small but quickly expanding team within the region. Our team is made up of a small but diverse group of individuals who all share the same passion for putting our employees first. We have a fun atmosphere, which helps us maintain an open, approachable environment, which can partner and build genuinely authentic and valuable relationships with our employees and leaders. We are committed to working as a team and to support each other to achieve wins as a collective.

The candidate

Competencies / Skills / Knowledge / Experience
• Assist the Facilities Manager in developing a first-class service to support, multi-disciplined sites, and the requirements of the client.
• Organize, coordinate, and manage with the supervisor the day-to-day operations of the jobsite.
• Assist and implement assignments given by the Facilities / Account Manager.
• Implement management instructions for projects, services, and planned maintenance.
• Report to manager on job progress and issues on a daily basis.
• Assist in the production of monthly and quarterly reports as required by the Facilities / Account Manager.
• Implement management instructions for projects, services, and planned maintenance
• Report to manager on job progress and issues on a daily basis.
• Assist in the production of monthly and quarterly reports as required by the Facilities / Account Manager.
• Coordinate with operations so all activities meet and integrate with the groups requirements for HSEQ, legal and statutory requirements and general duty of care.
• Coordinate and update work orders in the CAFM / JD system.
• Assist in identifying, developing, implementing, and reviewing FM based solutions that clearly demonstrate added value to the client’s requirements.
• Promote culture of continuous improvement and best practice strategies to ensure a consistently high level of service delivery, response times and contract compliance to aid the Facilities Manager and the full operations team.
• Develop and maintain strong and supportive relationships with clients, service providers and third-parties.
• Complete all daily, weekly, monthly, quarterly, half yearly and yearly reports as required by the FM and clients.
• Undertake general office duties relating to the contract including:
• Support the FM when new policies and procedures are implemented and KPI's & SLA's to be monitored.
• Conduct monthly meetings with all service providers and prepare KPI’s, score cards for each respective contractor on monthly basis.
• Make sure all service provider contracts are in place and services provided are in line with scope of work mentioned in the contract.
• Quarterly performance review of each individual Staff and highlight weaknesses & achievements to FM.
• Proper monitoring of leave roster of all the Staff and arrange replacement as and when required.
• Make sure all jobs are closed in due time and invoices are raised to clients regularly with no pending.
• Monitor weekly, monthly unbilled, WIP reports and take appropriate action and prepare a summary sheet for all comments.
• Keep track of all PPM, checking of PPM task sheets, action on PPM task sheet, complete a detailed summary sheet for client submission & obtaining necessary approval to complete required tasks.
• Be actively involved in the processes, systems, and procedures.
• Strong teamwork ethic and promotion of customer service excellence.
• Material ordering, administration MR’s, LPO’s and close follow up till receiving ordered materials / task.
• Encourage employees to support the operational business objectives by sharing knowledge and to develop a creative approach to their work and to “think outside the box”.
• Comply with all processes and procedures (Human Resources, HSEQ, Finance, Information Technology, Procurement, Operations) which include compliance with all applicable rules and regulations of the local labor law.
• Flexible to work to shift patterns as and when required.
• Flexible availability for 24/7 rostered standby duties and emergency call outs.

Requirements

• Bachelor or Diploma
• Minimum 3 years experience
• Assist the Facilities Manager in developing a first-class service to support, multi-disciplined sites, and the requirements of the client.
• Organize, coordinate, and manage with the supervisor the day-to-day operations of the jobsite.
• Assist and implement assignments given by the Facilities / Account Manager.
• Implement management instructions for projects, services, and planned maintenance.
• Report to manager on job progress and issues on a daily basis.

Behaviours
The following required attributes determine how the role will be carried out to be a success:
• Must be a good communicator with the ability to work with a range of staff across all departments.
• Have a passion for the events industry.
• Be a positive, proactive individual and a team player
• Be creative, attentive and responsive
• Must have ambition and enthusiasm to drive change in the department to meet the needs of an evolving organisation.
• Ability to plan and prioritize within defined timeframes.
• Task, goal and detail oriented
• Willingness to work in flexible time schedules, during event and non-event days

Work Environment
• Must be able to tolerate loud noise levels and busy environments.
• May work in drastic temperature climates.
• Must be willing to work during evening and weekend hours, as required, to meet the needs of the Maraya.

About the Company

As the world’s leading live entertainment company, we are privileged to work with artists to bring their creativity to life on stages around the world. Whether it’s two hours at a packed club, or an entire weekend of sets at a festival, a live show does more than entertain. It can uplift, inspire and create a memory that lasts a lifetime.

Bringing 40,000 shows and 100+ festivals to life and selling 500 million tickets per year is a massive undertaking, made possible by our 44,000 employees worldwide. But just because we are big doesn’t mean we do things the same way as other companies of our size.