Duties and Responsibilities: 

Work Management and Helpdesk Requests 

• Plan, schedule and perform and/or verify the execution of routine servicing, inspection and/or maintenance of various FM assets  and Maintenance works along with appropriate site walkdown and Audits in alignment with the general Inspection, Testing and Maintenance (ITM) requirements for the facility. For example: 

- Daily checks for environmental, occupancy and safety critical systems i.e. Air Conditioning, Wastewater Treatment and  Fire Protection systems. Scheduling and monitoring of weekly monthly, semi-annual, annual  preventative maintenance actions. 

- Plan and execute ad-hoc site repairs based on logged requests or findings/ recommendation from internal inspections etc.  

• Review and update Facilities Asset Registers and Inspection, Testing and Maintenance (ITM)  schedules on a routine basis to ensure adequacy and efficiency of FM service on site. 

• Create, review and /or update relevant Inspection and Work Instruction records for routine works under FM purview. Complete a daily log update; prepare inspection reports for building, equipment, incidents, investigations and/or observation made onsite; collate updates for team monthly reports 

• Create Purchase Requisitions in MAXIMO, as required, for required material and services. 

• Daily monitoring of the Facilities Helpdesk and Team Chat for reported issues/concerns. Create, Pick-up or Assign Helpdesk service requests accordingly, along with the necessary assessment, planning and prioritization for execution. Coordinate site activities for closure of Helpdesk requests and tasks in keeping with set SLAs_ consult Requester as necessary. 

Vendor management 

• Review Contract Agreement records for assigned vendors/sub-contractors and ensure service deliverables are in alignment with agreed scope document, Permit to Work (PTW) guidelines and acceptable practices for the site. 

• Review and sign service/job completion records, delivery reports etc. and ensure appropriate filing of records on SharePoint and other related information management systems.  

• Maintain regular communication with Vendors, Contractors, Service Providers etc. Maintain and update a suitable tracking log to ensure pertinent matters are captured, monitored and addressed/closed in a timely manner. Follow up on any outstanding / incomplete deliverables and service issues etc.  

• Review and confirm the accuracy of vendor Invoices and Claims, including receipting of approved/accepted record via MAXIMO. 

• Perform Quarterly / Semi-annual Performance Evaluation of vendor services. 

• Monitor the delivery /end dates of POs and Contract Agreements and initiate timely scope renewal and Supply Chanin Management (SCM) engagement for service continuity. 

• Review emails daily and ensure timely response to request and/or adequate provision of information/ details, as required.  

• Perform site visit meetings and walkdowns, as applicable, for new services or routine audits. Plan and schedule ad-hoc meetings with vendors, as required, to address contract matters such as service delivery, HSE observation etc.  

Others 

• Support with identifying site engineering problems and ensures solutions are implemented. This includes the provision of technical support and guidance to internal / external stakeholders for general facility upkeep, site maintenance and ad-hoc civil works at the La Brea Plant site. 

• Assess assigned project requirements and determine how/ when works are to be executed via an external contractor or through in-house resources.  

• Planning and Scope of Works (SOW) development for facilities jobs and civil projects along with necessary oversight for initiation, execution and close out of related site works.  

- Performing Bid evaluation and analysis for the procurement of goods and services and recommendation for  contract award for site works. 

- Contract execution and oversight _ supervise, inspect and verify the completion of site services, deliverables and activities by various vendors / sub-contractors related facilities maintenance function at the plant facility; this includes, but is not limited to, both routine contracts such as Janitorial, HVAC, grounds maintenance, pest management, building services etc., and site-specific projects. 

- Assess, recommend and implement suitable work plans to monitor and control assigned project, works schedule, budget, resources and quality etc, to ensure value for money and timely delivery of scope deliverables. 

• Support with the planning and scheduling of FM work along with corresponding action for the preparation, routing and authorization of work packages in accordance with the plant Permit to Work (PTW) system.  

• Generate weekly / monthly etc. site reports and follow up actions, as required, for general maintenance activities and assigned projects etc. including the collecting, analysing, and summarizing information to meet site communication needs.  

• Review and verify all payment requirement for assigned jobs and projects are accurate, within budget and related completion / handover records are submitted and uploaded to the respective company information management system.  

• Ensure site activities comply with statutory guidelines and the Company’s Health, Safety, Security, Environment and Quality (HSSEQ) policies, regulations, permit to work procedures for the site. The incumbent shall consult with company HSSEQ representatives to ensure inherent compliance of general facilities upkeep/ maintenance and project activities, and the related site records align with the Company’s strategic goals the Company’s ISO Management standards. 

• Execute and verify field Quality Assurance and Quality Control (QA/QC) by ensuring relates issues/ problems with services or deliverables are identified, recorded, reported, and promptly rectified. 

• Coordinate the preparation, tracking and close-out of site queries, punch list and outstanding items for the work. 

• Identify and report on any non-conformances (product / services / workmanship etc.) together with the implementation of corrective action in response to identified non-conformances through appropriate (HSSE, QA/QC etc.) audits to the satisfaction and acceptance of the Company. 

• Perform other assigned duties in relation to the designated role. 

Specific Skills/Experience and/or Knowledge Areas 

• Knowledge of civil and building engineering principles, practices and methods including working knowledge and experience with recognized civil, structural and building codes such as ASTM, ACI, IBC, ASHRAE etc. as applicable to the outlined role. 

• Possesses working knowledge of site management, building maintenance and general construction practices 

• Experienced with operation, maintenance and troubleshooting of mechanical, electrical and plumbing (MEP) services including, but not limited to Ventilation and Air Conditioning (VAC) equipment, low to medium voltage electrical system, fire/gas detection and alarm systems etc. 

• Proficiency in Microsoft Suite and competent in reading technical drawings and details.  

• Familiarity with a CMMS (Computerized Maintenance Management System) i.e. MAXIMO, Helpdesk etc. and possess the ability to plan and schedule jobs / team activities. 

• Efficient time management and organization skills and possesses a balance of leadership, accountability, and teamwork skills. 

• Good communication skills, strong problem-solving abilities and confident in decision-making. 

• Maintains a high level of confidentiality for sensitive company and project information, possesses good communication skills, tactful and effective in collating and reporting information. 

• Actively promotes and personally observes safety and security procedures and uses assigned resources in an efficient and compliant manner. 

• Ability to synthesize complex and diverse information and to works effectively, safely and prioritize in a fast-paced works environment. 

Qualifications & Experience 

• A Degree in Civil or Mechanical Engineering with notable experience in projects, property management and building construction/ maintenance, OR other relevant training /professional certification from a recognized institution.  

• At least five (5) years property management / maintenance or building services work experience inclusive of at least three (3) year supervision or leadership experience. 

• An acceptable combination of academic qualifications, training and/or work experience may be considered in lieu of the minimum requirement.