Facility Coordinator

Job description / Role

The Facility Coordinator is responsible for; Preparing, examining, analyzing, negotiating, and revising contracts that involve the purchase of goods or services such as equipment, materials, supplies, or products. Facilitating and administrating on all FM related issues for the SSI properties portfolio under the supervision of the Facility Manager. He or she provides dedicated, administrative support to FM.

KEY ACCOUNTABILITIES
- Real Estate
- Act as single point of contact for procurement activities for SSI Real Estate Properties with internal and external stakeholders.
- Develop all related templates and documents and assist FM to develop and execute Policies and procedures.
- Update and maintaining Supplier contract Database
- Develop a list of approved service providers and ensure they are registered as per SSI policies and procedures.
- Provide quotations for sourcing of goods and services as per SSI policies and procedures.
- In coordination with FM. Create Tender documents and follow SSI policies and procedures for evaluation, negotiation, selection and obtain approvals
- Review, evaluate, and redraft all annual service maintenance contracts and ensure all required contractual terms and conditions, scope of work, terms of payment, quantity, and service delivery are in line with standard industry best practice. Review and finalize all contracts in line with FM.
- Develop, communicate and implement supplier evaluation criteria upon which they will be evaluated.
- Maintains PPM calendars and coordinate with FS to ensure preventative maintenance is carried on time
- Raise Purchase Orders and obtain approval as per PP.
- Retain and manage archiving system
- Receive invoices from vendors and cross check with Facility Supervisor along with Online system ticket status, prior processing payments.
- Maintains and updates records on all suppliers, tenders, renewals of AMCs and PPMs and communicate monthly report to the management.
- Document filing management
- Review daily / monthly report on stock inventory and update FM accordingly.
- Review daily complaint logs and update FM accordingly.
- Review quotes and seek approval from FM for all reactive maintenance jobs and planned maintenance jobs.
- Review contracts and maintain database for on time renewal.
- Prepare monthly MIS for logged requests etc.
- Prepare tenant notices for scheduled maintenance work and liaise with the relevant Property Executive to communicate with the tenants.

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal
- Real Estate Facilities team
- Real Estate Accounts
- Procurement Department

External
- External Contractors /vendors

Requirements

- Bachelor Degree in Business Administration or Management; Real Estate or any related fields
- 3 years of strong indirect procurement experience with focus on implementing best practices
- Supplier relationship management experience
- Experience with e-procurement system
- 5 years facility maintenance experience in an administration and coordination role

Job-Specific Skills
- Excellent Negotiation skills
- Presentation skills
- Excellent Oral & Written Communication skills
- People Management Skills
- Result Oriented
- Organizational Skills
- Organize and direct facility maintenance operations and activities.
- A good understanding of property maintenance, methodologies and processes.
- Competencies
- MS Word, Excel, PowerPoint and Outlook

About the Company

Ahmed Seddiqi & Sons is a family owned entity with a large portfolio of Swiss Watch brands. Thanks to its brand strategy and the vision of the late Mr. Ahmed Seddiqi, Ahmed Seddiqi & Sons has enjoyed a steady expansion since its inception in the late 1940s.

At the group, we believe that each employee contributes to the growth and success of the company, and this is evident with the strong and loyal workforce of 480 plus employees, some of whom have been with the organization since 1968.

Ahmed Seddiqi & Sons is the largest distributor of Swiss Brand watches in the Middle East. We offer world-class and exquisitely designed watches and jewellery. From a humble beginning of a single store in 1950s, today Ahmed Seddiqi & Sons portfolio consists of over 50 prestigious brands across 52 locations in the UAE.