Hard Services:
1. Mechanical, Electrical, and Plumbing (MEP), Civils and Low Current:
Manage all MEP systems, Civils and low Current systems, ensuring compliance with relevant codes and standards.
Coordinate regular inspections, preventive maintenance, reactive and corrective maintenance and prompt repairs through spare parts management.
2. Building Infrastructure:
Oversee the structural integrity of the building, manage major repairs and refurbishment projects.
Ensure the maintenance of all systems and equipment under scope such as HVAC systems, Electrical systems, BMS systems and all equipment under scope.
3. Energy Management:
Implement energy-saving initiatives, monitor energy consumption, and manage utilities efficiently.
Soft Services:
1. Cleaning and Waste Management:
Oversee contract management for cleaning services, ensuring high standards of cleanliness. Implement BICS standards.
Implement and manage waste reduction and recycling programs.
2. Grounds / Landscape Maintenance:
Ensure the upkeep of exterior areas, including landscaping, parking lots, and walkways.
3. Oversee contract management for Pest Control services, ensuring high standards of services as per KSA standards and legislation.
4. Vendor Management:
Evaluate and manage contracts with external service providers. Ensure service providers meet performance standards and contractual obligations.
Housekeeping Services:
1. Service Oversight:
Manage housekeeping staff, schedules, and performance management.
Ensure all areas of the building are clean to an agreed standard, well-maintained, and presentable at all times.
Hospitality Services:
1. Tea boys and kitchen Services:
Oversee hospitality operations, ensuring a high level of guest satisfaction. Implement continuous improvement processes and initiatives
2. Vendor Management:
Evaluate and manage contracts with external service providers including catering, leisure facilities, and other hospitality services. Ensure service providers meet performance standards and contractual obligations.
Roles and Responsibilities
1. Planning and Execution:
Project Planning: Develop and implement project plans, scope, and objectives to ensure timely and within-budget completion.
Resource Allocation: Secure necessary resources, including human, financial, and material, to meet FM project goals.
Scheduling: Create and maintain detailed project schedules to track milestones and critical paths.
2. KPI Monitoring and Controls:
Performance Metrics: Develop and monitor contractual Key Performance Indicators (KPIs) to measure the efficiency and effectiveness of facilities management services.
Quality Control: Ensure service delivery meets established standards, contractual obligations and client expectations.
Risk Management: Identify potential risks, develop mitigation plans, and implement risk controls.
3. Contracts Management:
Contract Negotiation: Support the negotiation and management of contracts with service providers, vendors, and contractors.
Compliance: Ensure all activities comply with contractual terms and legal requirements.
Renewal and Termination: Oversee contract renewals, terminations, and ensure timely re-negotiation.
4. Reporting:
Progress Reports: Prepare and present regular status reports on project progress to senior management and stakeholders following the agreed reporting timelines and process.
Financial Reporting: Track budget expenditures, forecast financial outcomes, and generate financial performance reports as required and within timelines.
Incident Reporting: Document and report any incidents, including safety violations, accidents, or project deviations.
5. Team Management:
Leadership: Lead and manage the FM project delivery team, providing guidance, support, and motivation.
Training and Development: Identify team training needs and arrange for necessary training and skill development.
Performance Evaluation: Conduct regular performance reviews and provide constructive feedback including performance Management plans.
Management and support of all HR functions relating to the FM service delivery team and liaise with Initial HR Business partners as required
6. Communication:
Stakeholder Engagement: Maintain effective communication with all stakeholders, including clients, team members, and senior management.
Client Liaison: Act as the primary point of contact for clients, addressing their concerns and ensuring their satisfaction.
Documentation: Manage and support the FM Document control teams. Maintain comprehensive documentation of all project activities, meetings, and communications.
7. Budget Management:
Budget Planning: Develop and manage project budgets, ensuring cost efficiency and contract performance.
Expenditure Tracking: Monitor and track all expenses to ensure alignment with the budget.
Cost Control: Implement cost-saving measures without compromising on quality or safety.
8. Health and Safety:
Policy Implementation: Ensure adherence to health and safety regulations and company policies.
Safety Inspections: Conduct regular safety inspections and audits to identify and rectify potential hazards.
Training: Provide safety training and promote a safety-first culture among the team.
9. Quality Assurance and Quality Control Process Improvement:
Continuous Improvement: Identify opportunities for process improvements and implement best practices.
Innovation: Integrate new technologies and innovative solutions to optimize facilities management.
Feedback Loop: Establish and manage a system for collecting and utilizing feedback for continuous improvement.
An IFM Project Manager plays a pivotal role in ensuring the smooth operation and successful completion of facility management projects by meticulously planning, monitoring, and controlling various aspects. Effective communication, strategic planning, risk management, and a focus on continuous improvement are key to their success and essential deliverables as part of the job description for the FM PM role.