Job Description

CBRE Excellerate is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Regional Facilities Manager to join the team located in Dubai, direct responsibilities of UAE, Bahrain, Kuwait and Qatar initially, and more responsibilities to add in future based on contractual demand/requirement. The successful candidate will provide a professional, engaging and interactive first point of contact for the building occupants with any operational queries/issues they may have. The role also provides an interface between clients and vendors, providing focus on key areas to ensure that a five-star standard is maintained at all times, whilst ensuring that issues are proactively identified and addressed by all vendors that service the floor before the clients become aware of them. The successful candidate will receive training and support to develop their career in Facilities Management.

Key Tasks:

Operational Oversight

Facility Operations

: Manage daily operations across multiple sites/countries, ensuring all facilities are fully functional and meet organizational standards.

Vendor Coordination

: Negotiate and manage contracts with service providers, ensuring quality service delivery and compliance with service level agreements (SLAs) through stakeholder's support.

Financial Management

Ensure timely submission of change requests for all client-side service modifications, scope adjustments, and portfolio changes, capturing all associated financial data in coordination with Country and Global Finance and Procurement teams. Budget Development: Prepare and manage operating budgets for each facility, ensuring cost-effective operations. Cost Control: Monitor expenditures, identify cost-saving opportunities, and implement efficiency initiatives. Financial Reporting: Provide regular financial reports to senior management, highlighting variances and corrective actions.

Managing Body Shop Operations:

Standardization of Operations:

Ensure uniformity in processes, quality standards, and customer service across all body shop locations. Implement standardized operating procedures (SOPs) for repairs, inventory management, and customer interactions. Conduct regular audits to assess adherence to these standards. Facilitate cross-location training sessions to maintain consistency.

Performance Monitoring and Reporting:

Establish key performance indicators (KPIs) such as repair turnaround time, customer satisfaction scores, and profitability margins. Utilize shop management software to collect and analyse performance data. Prepare and present regular performance reports to senior management.

Compliance and Safety Oversight:

Ensure all body shop operations comply with industry regulations and safety standards. Stay updated on local and international regulations affecting body shop operations. Conduct regular safety audits and risk assessments. Implement corrective actions for any identified compliance or safety issues.

Planned Preventive Maintenance:

Develop and implement preventative and corrective maintenance schedules to minimize downtime and extend asset life. Ensure that all Planned Preventive Maintenance (PPM) for critical facilities infrastructure is proactively scheduled well in advance through the approved client change request platforms, involving the appropriate stakeholders. Verify that all PPM activities for critical facilities infrastructure are executed in accordance with the approved change requests, ensuring compliance and proper documentation All findings from Planned Preventative Maintenance (PPM) activities are raised through the designated incident platforms, with corrective action plans developed and implemented in accordance with CBRE's agreed contract procedures

Capital Investment Plan (Asset/s):

Identify asset conditions, and determine compliance needs. Align projects with organizational goals and gather departmental input. Evaluate risks using RPN, plan for safety and regulatory compliance. Develop budget, perform ROI analysis, and explore funding options. Execute projects, monitor progress, and evaluate outcomes.

Compliance & Safety

Regulatory Adherence: Ensure facilities comply with local, state, and federal regulations, including health, safety, and environmental standards. Safety Programs: Develop and implement safety programs, conduct regular safety audits, and ensure staff are trained in emergency procedures. Risk Management: Identify potential risks and implement mitigation strategies to safeguard assets and personnel.

Team Leadership

Staff Management: Recruit, train, and supervise facilities staff, fostering a collaborative and high-performance culture. Onboarding and offboarding of site-based team members are conducted through the client's platform, adhering to predefined client procedures. All site-based staff undergo site-specific training, toolbox talks, and related training sessions, with records maintained and readily accessible Conduct regular performance evaluations and provide feedback to enhance team effectiveness. Adhering to Client side and company trainings are completed within due date for self and team assigned.

Stakeholder Management

(Client side and company training):

Continuous Learning: Engage in training and development opportunities focused on communication, negotiation, and conflict resolution. Feedback Mechanisms: Regularly seek feedback from stakeholders to understand their perspectives and improve engagement strategies. Networking: Build a diverse network of contacts across different departments and organizations to enhance collaboration and information sharing. Scenario Planning: Conduct role-playing exercises or simulations to prepare for challenging stakeholder interactions and refine response strategies.

Move Management (in line with contractual threshold):

Project Planning & Execution:

Lead and manage office relocations, refurbishments, and space optimization projects from inception to completion. Develop detailed project plans, including timelines, budgets, and resource allocation. Coordinate with internal teams and external vendors to ensure timely and within-budget delivery.

Stakeholder Engagement & Communication:

Act as the primary point of contact for all move-related communications. Collaborate with department heads, HR, IT, and other stakeholders to understand requirements and address concerns. Provide regular updates to senior management on project status and outcomes.

Space Planning & Design:

Assess current and future space needs to inform design and layout decisions. Work with architects and designers to create functional and efficient workspace layouts. Ensure designs align with organizational culture and operational requirements

Vendor & Contract Management:

Select and manage external contractors and service providers involved in the move process. Negotiate contracts and service level agreements to ensure quality and cost-effectiveness. Monitor vendor performance and address any issues promptly

Budget & Resource Management

Develop and manage budgets for move projects, ensuring cost control and financial accountability. Allocate resources efficiently to meet project requirements. Identify and implement cost-saving opportunities without compromising quality.

Compliance & Risk Management

Ensure all move activities comply with health, safety, and environmental regulations. Conduct risk assessments and develop mitigation strategies. Maintain documentation for audits and future reference.

Landlord Interaction: (For the Client occupied Buildings):

Maintain regular communication with property owners or their representatives to discuss operational issues, lease obligations, and property performance. Landlord Coordination

Health & Safety Compliance

Regulatory Adherence:

Ensure that the property and facility services are complies with all relevant health and safety regulations, including fire safety and emergency procedures.

Risk Assessments:

Conduct regular risk assessments and implement mitigation strategies to address potential hazards.

Emergency Planning:

Develop and maintain emergency response plans, coordinating with both tenants and landlords to ensure preparedness.

Sustainability - Strategic Planning & Implementation

Develop

Net Zero

Roadmaps: Craft long-term strategies to align facilities with carbon neutrality goals. Integrate Sustainability into Operations: Embed sustainability practices into daily operations and long-term planning. Monitor Energy Consumption: Utilize Building Management Systems (BMS) to track and analyse energy use. Implement Energy-Efficient Solutions: Upgrade lighting, HVAC, and other systems to reduce energy consumption. Adopt Renewable Energy Sources: Transition to renewable energy options where feasible. Collect and Analyse Data: Gather data on energy usage, emissions, and system performance. Report Progress: Regularly update stakeholders on sustainability metrics and achievements. Educate and Involve Employees: Promote sustainable practices among staff and tenants. Collaborate with Suppliers: Work with vendors to source sustainable materials and services. Engage with External Partners: Partner with external organizations to share best practices and resources. Ensure Regulatory Compliance: Stay informed about environmental regulations and ensure adherence. Manage Sustainability Risks: Identify and mitigate risks related to sustainability goals.

Facility Management Audits

Conducting Regular Inspections Perform routine inspections to assess the physical condition, cleanliness, and functionality of the facility. This includes evaluating building systems such as HVAC, electrical, plumbing, and security to identify any maintenance or repair needs. Documenting and reporting observed issues is crucial for timely resolution. Ensuring Compliance with Safety Regulations A core aspect of the audit role is to ensure that the facility adheres to health and safety regulations and industry standards. This involves identifying and reporting safety hazards, monitoring compliance with applicable codes and policies, and implementing corrective actions when necessary. Utilizing Audit Scoring Systems and Checklists Implementing a structured approach through audit scoring systems and detailed checklists helps in systematically evaluating various aspects of facility operations. This method aids in identifying areas of improvement, tracking compliance, and ensuring consistency across audits. Collaborating with Stakeholders Effective communication with stakeholders, should engage with relevant parties to develop corrective action plans, share audit findings, and ensure that identified issues are addressed promptly. Reporting and Documentation After conducting audits, Facility Managers are responsible for preparing detailed reports that include the scope and objectives of the audit, findings, analysis, and recommendations for corrective actions. These reports should be clear, concise, and supported by relevant data to facilitate informed decision-making. Monitoring and Follow-Up Post-audit, it's crucial to monitor the implementation of corrective actions and verify that improvements are sustained over time. Regular follow-up ensures that the facility continues to operate efficiently and safely.

Job Specifications:

Education:

Bachelor's degree in Facilities Management, Electrical/Mechanical Engineering (Bachelor), or a related field. Professional certifications (e.g., Certified Facility Manager (CFM), Facility Management Professional (FMP) are advantageous.

Skills:

Technical Skills

Proficiency in facilities management software (e.g., SAAS, etc and other related Computer-Aided Facilities Management (CAFM) systems related) Knowledge of financial management tools (e.g., MyMcs. Competence in Microsoft Office Suite and data analysis tools (e.g., Power BI).

Core Competencies

Leadership

: Strong ability to lead and motivate teams, fostering a positive work environment.

Communication

: Excellent verbal and written communication skills for effective stakeholder engagement.

Problem-Solving

: Adept at identifying issues and implementing effective solutions.

Project Management

: Skilled in managing multiple projects simultaneously, ensuring timely and within-budget delivery.

Analytical Thinking

: Ability to analyse data and generate reports to inform decision-making.

Experience:

Minimum of 10 -12 years of experience in facilities management or related roles. Proven track record in managing multiple facilities /countries and leading cross-functional teams. Experience in managing facilities under global Guaranteed Maximum Price (GMP) contracts significantly enhances a Regional Facilities Manager's ability to deliver cost-effective, transparent, and high-quality services across multiple sites - advantageous.

Aptitude:

Natural flair and skill in organisation and time keeping. Must adhere to company values at all times Ability to interact successfully at all levels of seniority within the company. Excellent communication skills Smart and well presented at all times Proactive, self-motivated energy with a positive can-do attitude and friendly demeanour Flexible, team orientated and good organiser. * Proficiency to follow up on multiple issues/queries simultaneously