Operations and Facilities Manager (East Cairo)

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Role Overview

The Operations and Facilities Manager will participate in the management of mixed-use properties and facilities by fulfilling all relevant procedural and legislative requirements, in addition to conducting inspection rounds at work sites to monitor the implementation of policies and procedures related to buildings and facilities management.

Key Responsibilities

Planning and Budgeting the Operations and Facilities Manager will develop and formulate the operational plan for the property and facilities activities, implement the plan, monitor expenditure, periodically follow up performance indicators, and review completion rates. This includes estimating the annual budget for built for the property and facilities activities after collecting and reviewing the requirements of all sectors of the Department.

Policy, Governance, and Stakeholder Relations the Operations and Facilities Manager will implement and develop policies, procedures, and controls for property management and facilities activities and seek their approval. This includes developing and maintaining effective working relationships with relevant internal departments and external entities, such as government departments and service providers, through ongoing communication and periodic meetings. The manager will respond to inquiries, attend meetings and workshops, and participate in section-related teamwork.

Contract and Vendor Management The role requires supervising contract officers responsible for managing various contracts related to property management and facilities activities, including facilities and property management, landscaping, and maintenance contracts, through periodic contract reviews prior to renewal. The manager will verify tender documents for all property management and facilities works and submit recommendations on renewing or changing contracted companies after evaluating their performance in consultation with the contract officer.

The Operations and Facilities Manager will evaluate the quality of work provided by suppliers and contractors through regular site visits and follow-up of employee complaints, ensuring continuity of high-quality, efficient services at appropriate cost. This includes ensuring required procedures are followed in cases of contract breach or implementation delays, communicating with contracted entities regarding shortcomings, and coordinating with the Accounts Section where deductions are required following Section Manager approval. The manager will review and approve completion certificates for invoices before referring them to the direct supervisor for final approval and forwarding to the Finance Section for payment.

Security, Leasing, and Sustainability The manager will organize security and guarding services for all buildings, premises, facilities, and property, following up guarding contracts in coordination with competent security authorities. The role also includes receiving requests to lease premises or warehouses for the Department, liaising with relevant entities to obtain approval, and allocating the required budget. Additionally, the manager will supervise programs that reduce waste and consumption through reduction, reuse, and recycling policies, and develop and oversee plans to reduce energy consumption across Department facilities.

Team Leadership and Performance Management The role involves contributing to the annual performance evaluation of operations and facilities employees, following up on feedback, motivating staff, identifying their needs through individual and group meetings, and developing departmental performance in line with Department mechanisms. The manager will propose training programs for employees, hold periodic team meetings, distribute work among subordinates to ensure high productivity, and follow up and approve attendance, departure, and leave permissions through approved systems.

Maintenance Operations The Operations and Facilities Manager will follow up and implement preventive and corrective maintenance work for the entity's buildings, facilities, premises, and property in accordance with periodic maintenance programs and relevant instructions. This includes following up implementation of the maintenance services contract, ensuring contractor compliance with terms and specifications, evaluating performance, and coordinating with Facilities Management Section employees when faults requiring maintenance are identified.

The Operations and Facilities manager will review the efficiency of services provided, establish maintenance schedules, and ensure contractors perform work in accordance with the plan and contractual obligations. This includes ensuring facilities are maintained to required specifications and within set timeframes, or directly engaged contractors, and ensuring service providers meet quality requirements to support customer satisfaction. The manager will provide technical support to contractors or employees as needed and follow up preparation of correspondence to contracted entities on contractual matters, such as notices regarding unavailable services or shortcomings.

The role involves meeting periodically with the engineer responsible for following up the Department's maintenance works from the site, reviewing maintenance reports, and meeting daily with the site engineer and technicians to follow up daily activities. The manager will receive emergency maintenance requests and complaints through the GS Helpdesk technical support system, follow up with the maintenance company to assess and repair faults, coordinate timely provision of maintenance services, and verify completion of repairs. This includes monitoring contractor performance against issued work orders and internal feedback.

Field Inspections and Civil Works The Operations and Facilities Manager will conduct field rounds to monitor the condition and requirements of buildings in relation to maintenance, ensuring activities are completed according to plan. This includes following up maintenance and rehabilitation of buildings and minor civil works projects through periodic field rounds to monitor building conditions, ensure safety, and identify civil works needs. The manager will review preparation of inspection-round reports, recommend required works according to priority and condition, and review the budget allocated under the maintenance item.

Safety and Compliance The role includes ensuring verification of the efficiency of the fire alarm system and firefighting equipment, confirming periodic maintenance is carried out, and ensuring verification of lift efficiency through follow-up of periodic reports issued by maintenance companies. The manager will also contribute to organizing mock evacuation drills for the property..

Documentation, Reporting, and Utilities The Operations and Facilities Manager will follow up the archiving and filing of all documents in an organized manner, retaining complete documentation on contract execution or breaches to protect the Department's rights and interests. This includes reviewing invoices and reports, issuing completion certificates for works and invoices, documenting contractor performance, and preparing monthly reports and statistics for submission to the direct supervisor.

The role involves receiving property insurance request correspondence from the Department of Finance and preparing responses with insurance values in accordance with applicable procedures. The manager will supervise water and electricity utility accounts for the property and premises, receive and review monthly statements and meter reading schedules from the Finance Section, update the water and electricity services database, calculate and issue consumption performance indicators, prepare monthly cost and consumption reports, and develop and follow up plans to rationalize electricity and water use.

The manager will perform any other administrative duties as required and assigned by the property manager.

Candidate Requirements

- Minimum of 8-10 years of overall Property Management experience
- Minimum of 5 years managing mixed-use developments, malls, high-rise commercial, office, and/or residential buildings in Egypt

Location:

–Cairo, EGY

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

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