Facilities Management Coordinator

<b> Overview / Responsibilities </b><br><br>Wood is recruiting for a Facilities Management Coordinator to join our team in Alkhobar, Saudi Arabia <br><br> The role will report to the Senior Finance manager and is responsible to coordinate all activities related to the management and maintenance of the Facilities used by the Business to conduct its operations <br><br> The Facilities are the offices used for the purpose of delivering Engineering Design and Project Management Services to Clients, where Wood has responsibility for the operation and upkeep of the office to a required standard The Facilities extend to the Transportation fleet owned / operated by Wood, including the provision of transportation services associated with the delivery of Engineering Design and Project Management Services to Clients <br><br> Where service contracts are placed for all or part of the services associated with management and maintenance of the Facilities, and where services are provided as part of lease agreements with the provider of the buildings in which Wood operates the business, the Facilities Management Coordinator will coordinate and manage the services provided through those sub - contracts <br><br> The Facilities Management Coordinator will ensure that all work carried out in association with the management and maintenance of the Facilities is done so in full compliance with the health, safety, environmental, security and sustainability expectations and standards of Wood and the Policies of the business <br><br> The Facilities Management Coordinator will provide leadership and coaching to the Facilities Management team, including sub - contracted personnel, developing capability, facilitating engagement, and supporting progression <br><br><b> Key Accountabilities and Responsibilities: </b><br><ul><li> Accountable for delivery of all services related to Facilities Management </li><li> Supervise assigned Facilities Administrators for each office </li><li> Supervise Transportation Coordinators </li><li> Direct and supervise Security Staff and Receptionists </li><li> Manage day - to - day maintenance, housekeeping, and general activities relating to facilities management and transportation fleet operations </li><li> Maintain, monitor and manage office space allocation including regular update and issue of the Office Space Allocation Report </li><li> Maintain, monitor and manage parking allocation including regular update and issue of the car - parking space allocation report </li><li> Receive requests for office renovation and develop work scopes and solicit quotations for office renovation activities </li><li> Prepare the Business case and information to support ACE approval for capital expenditure for office renovations </li><li> Maintain and issue the Office Renovation Plan showing all preparation and execution activities </li><li> Establish and implement a regular Office Safety Inspection, recording findings and monitoring actions through to completion </li><li> Establish and maintain the Office Maintenance program, monitoring task completion, both for FM activities and activities carried out as obligations under the lease agreement by the Real Estate company providing the offices </li><li> Act as permit issuing authority for all maintenance and renovation activities carried out in the office, undertaking all normal activities of an Issuing Authority including risk assessment, risk mitigation and the monitoring of safe work execution </li><li> Manage office access including registering and monitoring issue of security passes to Wood Al Hejailan facilities and the issuance of Aramco ID, Aramco stickers and any other client site access requirements as may be assigned </li><li> Act as point - liaison on behalf of Wood Al Hejailan for Real Estate brokers / lease holders </li><li> Manage the transportation fleet and ensure that all necessary servicing is caried out according to a defined service program, both for owned and rental vehicles </li><li> Ensure that all necessary safety regulations are met regarding car and transportation requirements of Wood Al Hejailan including smart vehicle monitoring and the training and accreditation of drivers of Wood Al Hejailan assigned vehicles </li><li> Manage the office and hardware asset inventory by ensuring that an asset register exists and that all assets are traceable to the asset register </li><li> Monitor Civil Defense Certificate and Municipality Licenses for all offices </li><li> Manage and maintain Log - in Info for Aramco system for ID & stickers, ZAWIL system for port accessibility, STC Vehicle Fleet control, Carbon reporting, Azolve, Oracle International, Oracle gateway for TS approval </li><li> Provide a monthly Facilities Management Report to record relevant FM activities to demonstrate compliance with key deliverables </li><li> Liaise with the HSSE&S manager to ensure that all safety signage is prominently displayed and accurate throughout the office a facilities </li><li> Liaise with Proposals Manager to identify space for new projects and reserve such space as may be agreed </li></ul><br><b> Working Relationships: </b><br><br><b> Internal </b> : <br><ul><li> Establish and maintain effective working relationships and communicate across business </li><li> Engage with assigned Office Floor Owners to establish needs and ensure that offices meet the requirements of specific Client Contacts </li><li> Liaise with Finance Manager to arrange direct payments by Credit Card for services where direct purchasing is necessary </li><li> Global FM Team </li><li> Global Real Estate team </li></ul><br><b> External: </b><br><ul><li> Landlords and lease agreement holders </li><li> Facilities Management Services provider </li><li> Car Rental providers and Car servicing providers </li><li> Local authorities, Civil Defense and Municipality </li></ul><br><br><b> level of Influence and Decision making Authority: </b><br><br> Makes decisions within the scope of facilities management relating to work execution decision making and prioritization of activities, assignment of personnel and directing the activities of Sub - Contractors DOA Level G <br><br><b> Skills / Qualifications </b><br><br><b> Required Qualifications, Skills and Experience: </b><br><ul><li> Degree qualification in Business related subject preferred but not essential </li><li> Previous experience of Facilities Management and Transportation fleet management is preferred </li><li> Excellent English, native Arabic speaker </li><li> Ability to prepare issue reports in English to a high standard Understanding of the preparation and update of (Gantt) plans Excel user to suitable standard, capable of learning to be intermediate - level user </li><li> Ability to understand maintenance activities associated with typical MEP such that work scopes can be defined in writing suitable to be issued to sub - contractors </li><li> Must have ability to develop job - site risk management abilities to support acting as permit issuing authority and to monitor that risk mitigation activities identified in permits are in place </li><li> HSE leader, capable of holding toolbox talks to communicate safety and environmental standards to work teams </li></ul><br><b> Personal Attributes: </b><br><ul><li> Safety focused with an uncompromising approach to risk management Places the welfare of </li><li> both internal and customer employees at the top of the agenda </li><li> Passionately pursues and supports, demonstrates and embeds company values </li><li> Strong influencer, mediator and communicator </li><li> Flexible to respond and adapt to changing internal and external context </li><li> Decisive, with ability to make decisions and follow through, ensuring learnings are captured </li><li> Strong team builder, listens to needs of team, and capable of identifying and adopting best </li><li> practices to engender a spirit of cooperation and energize people towards optimum performance </li><li> Pragmatic in approach with a commercial bias and ability to balance commerciality with </li><li> operational needs </li><li> Customer focused - develops sincere and open relationships with customers, current and </li><li> Listens to customer needs and constantly striving to exceed expectations and add </li><li> value </li><li> Entrepreneurial approach - ability to identify opportunities </li><li> Flexible to respond in agile ways to changing customer needs </li><li> Ability to make decisions and follow through, ensuring learnings are captured </li><li> A motivated self - starter, who can self - direct when required, able to use own initiative and </li><li> have autonomy to make appropriate decisions but also know when escalation is required </li><li> Critical thinker with problem solving abilities </li></ul> <br><br><b> Company Overview </b><br><br>Wood is a global leader in engineering and consultancy across energy and the built environment, helping to unlock solutions to some of the world's most critical challenges. We provide consulting, projects and operations solutions in more than 60 countries, employing around 40,000 people. www.woodplc.com <br><br><b> Diversity Statement </b><br><br>We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.