Facilities Manager

Position Overview: The Facility Manager at S.S. Lootah Group is responsible for overseeing and managing the operation, maintenance, and safety & security of residential and commercial properties managed by the Group This role ensures that all facilities are functional, compliant with regulations, and provide a safe and comfortable environment for tenants and visitors.Responsibilities:Operations and Maintenance: Supervise and coordinate maintenance activities across all managed properties.Implement Best practices for inventory management and maintain the fixed asset list.Ensure timely resolution of service requests and preventive maintenance schedules.Conduct regular inspections of building systems (HVAC, plumbing, electrical, etc.).Oversee repairs, renovations, and refurbishments.Maintain accurate records of facility assets, including equipment, fixtures, and furnishings, coordinating repairs and replacements as needed.Health, Safety, and Compliance: Ensure all facilities comply with local, state, and federal health and safety regulations. Conduct regular safety audits, inspections, and risk assessments to identify and mitigate potential hazards.Maintain documentation for inspections, compliance, and certifications.Develop and implement emergency response plans, including fire evacuation, disaster recovery, and business continuity procedures. Train staff on emergency protocols and conduct regular drills to ensure preparedness.Vendor & Contract Management: Select, negotiate, and manage relationships with external vendors and contractors for facility services, including cleaning, security, landscaping, and maintenance. Monitor vendor performance to ensure adherence to contractual obligations and company standards.Budgeting & Financial Oversight:Prepare and manage budgets for facility operations and capital improvements.Monitor expenditures and Identify cost-saving opportunities in energy usage, waste management, and other operational areas. Technology & Sustainability:Utilize facility management software/Application for tracking maintenance and reporting.Lead initiatives to reduce energy consumption, implement sustainable practices, and promote environmentally responsible facility management. Track and report on sustainability metrics, proposing improvements to minimize the environmental impact of facilities.Tenant & Stakeholder Coordination:Collaborate with leasing and customer service teams to address tenant concerns.Support tenant on boarding and move-in/move-out processes.Implement systems for tenant feedback and satisfaction tracking.Authorities:Empowered to select and approve vendors and contractors for facility-related services, within budgetary limits and in accordance with company procurement policies.Authorized to manage and allocate the facility budget, including approval of expenses related to maintenance, repairs, and improvements. Authorized to develop and implement facility management policies and procedures, ensuring compliance with health, safety, and company standards.Authority to enact and oversee emergency response protocols in the event of incidents, coordinating with relevant departments and authorities.Authority to supervise, train, and evaluate facility management staff, providing guidance and setting performance expectations.Accountability:Accountable for maintaining high operational uptime across all facility systems, ensuring minimal disruptions and prompt resolution of issues.Responsible for ensuring full compliance with applicable health, safety, and environmental regulations through regular audits and continuous improvements.Accountable for effectively budget management maintaining expenses within allocated limits while achieving operational efficiency.: Responsible for monitoring and evaluating vendor performance to ensure services meet contractual obligations and company quality standards.Accountable for maintaining accurate records and timely reporting on facility operations, including maintenance logs, budget tracking, and compliance documentation.Responsible for adherence to company policies including HSE Policies and legal requirements.Every employee is accountable for their own safety and the safety of others, including following all safety protocols, identifying hazards, and taking proactive steps to mitigate risks.Qualifications Bachelor’s degree in Facilities Management, Engineering, Business Administration, or a related field.Certified Facility Manager (CFM), Facility Management Professional (FMP).Minimum of 5-7 years of experience in facility management, with demonstrated experience managing multiple locations or complex facilities.Strong understanding of building systems, preventive maintenance.Solid knowledge of health and safety regulations, and sustainability practicesExcellent communication and interpersonal abilities.Proficiency in Microsoft Office and Facility Management Software.Strong analytical and problem-solving skills.Strong leadership skills with the ability to lead cross-functional teams and influence stakeholders at all levels of the organization.