Title:  Facility Officer

Assist in ensuring compliance with applicable health, safety, environmental, fire, and facility-related regulations, policies, and standards.

Assist in maintaining all lease agreements across NBK business units, ensuring lease records, terms, conditions, and related documentation are kept accurate and up to date.

Assist in monitoring facilities-related expenses, purchase requests, quotations, invoices, and service contracts in accordance with approved budgets and company procedures.

Conduct a joint site inspection with the landlord or their representative prior to handing over the premises to identify any required reinstatement, repair, renovation, or rectification works.

Conduct regular inspections of facilities to identify maintenance requirements, safety concerns, operational issues, and areas requiring attention, and escalate issues as appropriate.

Coordinate and attend QCDD inspections, address observations and comments raised, and ensure all required corrective actions are completed to obtain the renewed QCDD Certificate.

Coordinate and ensure that all necessary works are completed in accordance with the tenancy agreement and the landlord’s handover requirements.

Coordinate and support the day-to-day facilities management activities across company offices, properties, warehouses, and other assigned facilities.

Coordinate routine and corrective maintenance activities for buildings, equipment, utilities, and facility systems, ensuring issues are addressed in a timely manner.

Coordinate the renewal of required authority documents by ensuring a valid QCDD Certificate is maintained for each business unit.

Coordinate the termination or handover of business units upon receiving requests from Operations. Review the relevant tenancy agreement, including termination and non-renewal clauses, in coordination with the Legal Department.

Coordinate with HR, IT, Security, Operations, and other departments on facility requirements and workplace-related matters to ensure smooth business operations.

Coordinate with Operations upon receiving requests for new business units, based on operational requirements.

Coordinate with the NBK Legal Department to review the tenancy agreement and all supporting documents to verify the legal and contractual requirements and confirm whether the proposed location is suitable for the intended business activities.

Coordinate with the site AMC contractor to upgrade fire protection systems, where required, to ensure compliance with applicable NFPA standards and QCDD requirements.

Coordinate with vendors and contractors to ensure services are delivered in accordance with agreed requirements, quality standards, and service levels.

Liaise with suitable real estate agents and/or building owners to identify and propose locations that meet the required business, operational, and facility requirements.

Maintain professional relationships with internal stakeholders, contractors, suppliers, and service providers to ensure effective delivery of facilities services.

Maintain updated records of facility assets, maintenance activities, service contracts, warranties, inspections, and other relevant documentation.

Monitor preventive maintenance schedules and follow up with relevant service providers to ensure maintenance activities are completed as planned.

Monitor the condition and functionality of building systems, equipment, furniture, fixtures, and other facility assets, and coordinate necessary repairs or replacements as well as waste managed and pest control etc. .

Perform any other duties relevant to the position and assigned by Head of Department. 

Prepare the required termination letter or non-renewal notice and ensure that it is submitted to the landlord within the notice period specified in the tenancy agreement.

Support the evaluation of vendor quotations and service proposals and provide relevant information and recommendations to the Head of Department.

Support the implementation of emergency preparedness, fire safety, business continuity, and other facility-related procedures in coordination with the relevant departments.

Automotive Technology, Mechanical Engineering, or a related field.

Excellent organizational and administrative skills.

Attention to detail, analytical thinking, strong organizational skills, ability to work under tight deadlines, and excellent communication skills.

5+ years experience in a related industry

Relevant College or University qualification to min Bachelor's level