Facilities Management Coordinator

1. GENERAL SUMMARY

Acts as the central administrative and operational link for all Hard Facility Management (Hard FM) activities across a high-density university student residential campus in Abu Dhabi. Coordinates helpdesk ticketing, work scheduling, vendor dispatch, and compliance reporting to ensure uninterrupted mechanical, electrical, plumbing (MEP), and civil maintenance services across student accommodation buildings and shared campus facilities.

2. KEY RESPONSIBILITIES

• Oversee daily operations of all hard services, including MEP systems, HVAC, electrical, plumbing, civil works, building fabric, BMS, fire systems, CCTV, access control, laundry equipment, and utilities infrastructure.
• Ensure compliance with Buildings, Installations & Assets Maintenance and Repair Service requirements.
• Follow-up with OEM/ third-party agencies associated with projects during Defect liability period.
• Prepare and implement 52-week preventive, corrective, and reactive maintenance in line with Performance Standards.
• Ensure all assets meet Availability Criteria and are maintained to required quality standards.
• Monitor asset performance and ensure adherence to OEM recommendations and statutory requirements.
• Conduct routine inspections to identify defects, hazards, and improvement opportunities.
• Ensure timely execution of all maintenance tasks to minimize downtime and service disruptions.
• Ensure all service events are logged, categorized, responded to, and rectified within required timeframes using the Helpdesk and CAFM systems.
• Monitor Actual Response Times, Rectification Times, and Remedial Times as defined in FM requirements.
• Maintain accurate documentation, including maintenance logs, inspection reports, and asset records.
• Support internal and external audits, inspections, and compliance reviews.
• Lead and supervise maintenance technicians and contractors, ensuring safe and efficient work practices.
• Review and allocate daily tasks, monitor performance, and ensure adherence to safety and quality standards.
• Provide technical guidance, on‑the‑job training, and performance feedback to team members.
• Manage minimum spares and consumables required for maintaining M&E services.
• Act as the primary decision‑maker in the absence of the Hard FM Engineer.
• Coordinate and follow-up with external service providers for specialized maintenance activities.
• Review contractor performance, verify work completion, and ensure compliance with SLAs and KPIs.
• Support procurement activities by preparing technical specifications for vendor RFQ.
• Ensure seamless interface management with security, ICT, parking, and other university teams.
• Enforce all Health & Safety Management Service requirements.
• Ensure maintenance activities follow safe working practices and do not compromise occupant safety.
• Conduct risk assessments and implement mitigation measures.
• Lead emergency response actions for technical failures, breakdowns, and safety incidents.
• Participate in emergency drills and preparedness planning.
• Support trend analysis, performance monitoring, and monthly reporting.
• Prepare and keep record of daily, weekly, and monthly maintenance reports data review.
• Recommend improvements, upgrades, and cost‑effective solutions to enhance operational efficiency.
• Assist in managing the asset register, lifecycle planning, and condition assessments.
• Support monitoring and optimization of utilities consumption.
• Ensure continuous operation of power, water, drainage, fire systems, and ICT infrastructure under FM scope.
• Support programmed replacement activities and long‑term asset planning.
• Provides clear reporting, updates, and escalation when required.
• Ensures customer‑focused service delivery to accommodation occupants.
• Ensure that M&E team, vendors and contractors fully comply with HSE requirements.
• Ensure adherence to Good Industry Practice, legislation, and all necessary consents.

3. REQUIRED SKILLS AND COMPETENCIES

• Strong team‑management capabilities.
• Excellent troubleshooting and technical problem‑solving skills.
• Proficiency in CAFM, BMS, and Helpdesk systems.
• Good communication, coordination, and reporting abilities.
• Commitment to safety, compliance, and service excellence.

4. HEALTH AND SAFETY

• Ensures all potential and actual hazards are minimized;
• Fully understands the campus fire, emergency and security procedures;
• Ensure that the campus health and safety policies, relevant laws and regulations are practiced and enforced, whilst updating and communication changes where necessary;
• Ensures that high standards of personal hygiene, dress, uniform, appearance, body language and conduct of campus employees are maintained by self and own employees.

5. GENERAL RESPONSIBILITIES

• Maintenance Planning & Delivery: Schedule and monitor Planned Preventative Maintenance (PPM) schedules and reactive repair tasks via Computerized Maintenance Management Systems (CMMS/CAFM).
• Contractor & Vendor Management: Supervise external MEP (Mechanical, Electrical, Plumbing) sub-contractors, review Work Method Statements (RAMS), and ensure adherence to SLAs and KPIs.
• System Operations: Oversee critical building systems including HVAC, chillers, power distribution, generators, elevators, fire suppression, and BMS (Building Management Systems).
• Health, Safety & Compliance: Ensure all works comply with local health and safety regulations, statutory building codes, and standard operating procedures (SOPs).
• Cost & Asset Tracking: Assist with budgeting for technical repairs, process purchase orders (POs), track spare parts inventory, and log equipment lifecycle data.

6. EDUCATION AND PROFESSIONAL EXPERIENCE

• Diploma or Degree in Mechanical, Electrical, or Facilities Engineering.
• 12–15 years of experience in hard services maintenance, including supervisory experience.
• Strong technical knowledge of MEP systems, building maintenance, and FM operations.
• Experience in residential, hospitality, commercial or any Hard FM establishment but student accommodation/school/university environments preferred.