General
a) Reporting to CLIENT Facilities Management (FM), the role will represent FM as the single point of contact for Project Team and Vendors
b) The role will provide an FM operations perspective to actively manage any project risks to live operational spaces and supporting infrastructure
c) Ensure the project adheres to, and enforce, the CLIENT building rules and regulations, project scope and relevant CLIENT and FM policies at all times
d) In addition to the below scope, the role may be assigned other duties by Facilities Management as needed
Design/ Construction/ LEED Reviews
1. Review and provide inputs on design and construction issue drawings from an operations perspective.
2. Keep the FM team aware of all findings, and feedback. Facilitate design review sessions through the project consultants.
3. Participate and review all LEED (or equivalent) documentation from an FM perspective. Develop a tracker of all FM obligations working with the LEED consultants for use after hand-over
Work Planning and Risk Management
1. Actively manage operational risks as a result of project work. Maintain a live risk register updated weekly based on PTW submissions
2. Raise any project activities that create any operational risks or issues including impairment of normal system operation for specific review with the CLIENT FM Managers
3. Review all permit-to-work (PTW) submissions by the project including associated documentation for work methods of procedure (MOP), risk analysis, drawings Client, and programs of work submitted by the Project team and vendors from an operations perspective to ensure the work will not have adverse impact to the CLIENT office. Obtain approvals for work management requests from designated personnel incl. Facilities Management using the PTWs system, Technology access requests, BMO access, BMR/CMR change management, etc.
4. Run a weekly meeting to review PTW submissions with the contractors, consultants, project management team, and CLIENT FM and vendors
Site Work Management
1. Supervise site works to ensure there is no risk or adverse impact to the business operations (especially for in-situ works and post Technology room handovers for new-builds).
2. Work in office spaces need only be spot checked to ensure the project vendors are working per the approved PTW and approved work documentation.
3. Escalate any on site operational issues following FM incident management/ crisis handling protocols. Applicable to any incidents, risks, issues, emergencies arising during site work, or work requiring a deviation from approved work methods.
4. Witness all T&C activities and highlight risks/ issues/ defects that may impact operations to the FM team
5. Issue project work progress posting Client on an appropriate frequency (to be determined based on project construction schedule)
6. Ensure all on site documentation other than As-Built Drawing Client are maintained up to date as work is progressing e.g. distribution board schedules, labelling of cables and assets, BMS and Fire PC graphics etc.
Meetings Client
1. Attend and participate in project meetings Client, design reviews, etc. and provide operational management inputs, highlight risks/ issues to CLIENT FM
2. Attend and participate in site work inspections, defects snagging/ rectification inspections, hand over inspections, etc.
3. Run a weekly coordination meeting with the CLIENT FM and CLIENT FM vendor team to review the weekly report and discuss any open action items or risks.
Reporting
1. Prepare a weekly report with summary details including, but not limited to, the overall project schedule, phasing plan, 1 month look-ahead construction plan, upcoming weekend works, risk register, open FM action items, hoarding/dust prevention plans, defect reporting, air quality etc.
2. Report the status with respect to the FM Operational Readiness and FM Migration Readiness checklists
Handover Process
1. Actively manage the handover process as construction work approaches completion
2. Ensure marked up construction issues are submitted with space handovers until final as-built drawings are submitted
3. Clearly document the Defect Liability Period arrangements, i.e. start/ end dates/ times; points of contact for defects, agreed defect rectification timelines for critical vs standard defects
4. Ensure defects are properly tracked and rectified in a timely manner. Track defects from the handover inspection, and defects rising post-handover
5. Ensure hand over documentation submissions are tracked, submitted ina timeline manner, appropriately reviewed with comments provided back in a timely manner, and final approval received -including as-built drawings, O&M manuals, etc.
6. Ensure training is arranged for the onsite FM team, including OCLIENT on operation of fire systems
7. Support the setup/update of the site in Facilities Management systems including EAM CMMS, CLIENT Space, or other as applicable
Site Work Management
1. Work within critical rooms need to be supervised at all times. All works deemed as critical works per CLIENT FM to be always supervised
2. Witness all T&C activities and highlight risks/ issues/ defects that may impact operations to the FM team
3. Engineering Responsibilities (Applicable to this project role)
4. The following responsibilities are in addition to the above stated responsibilities and apply to engineering specific roles
Consultant Reviews
1. Review and provide inputs on design and construction issue drawings from an operations perspective. Keep the FM team aware of all findings, and feedback. Facilitate design review sessions through the project consultants.
2. Ensure proper management and updating of all as-built drawings and operations and maintenance manuals. Apply good document management practices and eliminate duplication or creation of new documentation where existing can be edited.
3. Review T&C documentation to ensure the testing scope covers all systems to be handed over to FM and highlight any risks/ issues/ omissions
Property Management Responsibilities (Applicable to this project role)
1. The following responsibilities are in addition to the above stated responsibilities apply to property management specific roles
2. For in-situ works, coordinate cleaners/ movers for floor sweeping/ confidential disposal and attend/ manage dilapidation prior to space handover to the contractor
3. For operational spaces, support air quality management within the office environment (based on CLIENT and local guidelines) during construction as necessary
4. Coordinate with the move manager from Project Team for the phasing and move plans
