Job description

Specialist - Facilities Management (Soft Services & HSE)
Job Details
Position Title: Specialist - Facilities Management (Soft Services & HSE)
Reports To: Head – Technical Facilities
Division: Facilities Management
Department: Operations and Services
Job Purpose
The Facilities Management Specialist supports the delivery of reliable, compliant, and cost-effective facilities and services across one or multiple sites in Qatar
Reporting to the Head of Technical Facilities, the role coordinates daily maintenance operations, work orders, vendor and subcontractor activities, procurement support, and client reporting
Key Accountabilities

• Manage and track work orders, ensuring appropriate prioritisation, assignment, follow-up, and closure, with clear updates provided to requestors and stakeholders.
• Coordinate day-to-day building maintenance activities, including HVAC, electrical, plumbing, fire and life safety systems, pumps, generators, and UPS systems where applicable, to ensure continuity of operations and adherence to site procedures.
• Plan, schedule, and monitor preventive maintenance activities. Maintain service reports, checklists, and asset history records to support audit readiness.
• Coordinate external vendors and subcontractors, including scope clarification, site access, permits to work where required, supervision, verification of completed work, and punch-list closeout.
• Support procurement activities by raising service and material requests, collecting and tabulating quotations, coordinating technical clarifications, and following purchase order and approval workflows.
• Assist with contract administration, planned maintenance completion, and service deliverables. Support the preparation of variations, renewal inputs, and supporting evidence.
• Conduct routine site inspections and condition assessments. Issue corrective actions, track risks and recurring issues, and verify closeout.
• Maintain QA/QC and technical documentation, including method statements, inspection checklists, test results, as-built records, and O&M manuals where applicable, to support quality benchmarks and handover.
• Support QHSE and Integrated Management System requirements by coordinating toolbox talks, ensuring permit-to-work compliance, supporting incident and near-miss reporting, and maintaining required safety records and training logs.
• Support mobilisation, demobilisation, and moves, additions, and changes, including site readiness, service activation, inventory checks, access coordination, and closeout documentation.
• Track invoices, delivery notes, and service completion certificates. Support cost control by monitoring consumption and expenditure against budget and highlighting variances to the Operations Manager.
• Prepare periodic client and internal reports, including work-order metrics, KPI dashboards, vendor performance, issue logs, and preventive maintenance compliance. Support meeting minutes and action tracking as required.

• Head of Technical Facilities
• Director of Operations and Services
• Function heads across the organisation
• Relevant committees

• Client representatives
• Site supervisors and technicians
• MEP subcontractors
• Suppliers
• Consultants, where applicable
• Security
• IT
• QHSE and EH&S teams

• The role is primarily site-based, supporting facilities and service-delivery activities across assigned locations and liaising with internal and external stakeholders as required.
• Work is carried out in a mixed environment comprising office and operational areas, with routine adherence to site access controls, safety requirements, and company procedures.
• Uses judgement to coordinate day-to-day priorities, support issue resolution, and maintain accurate records and updates within agreed processes and service expectations.
• Escalates non-routine matters and decisions with material safety, operational, contractual, or financial implications to the appropriate manager for direction or approval.

• Bachelor’s degree in Facilities Management, Electrical or Mechanical Engineering, Building Services, or a related field.
• 5–8+ years of experience in facilities operations or coordination, MEP maintenance administration, property management, or a related role.
• Good working knowledge of building services and maintenance concepts, including HVAC, electrical, plumbing, and fire and life safety systems, with the ability to coordinate technical support.
• Hands-on experience using work-order systems and maintaining accurate service records.
• Ability to interpret basic drawings, floor plans, maintenance procedures, and HSE documentation, with strong attention to detail.
• Strong customer service and coordination skills, with the ability to manage multiple priorities and work effectively with technicians, vendors, and clients.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook, with the ability to prepare clear reports, trackers, and KPI summaries.
• Awareness of QHSE practices, including permit-to-work processes and risk assessments, and willingness to complete required site safety training.
• IOSH qualification preferred.
• NEBOSH qualification.

• Facilities or maintenance certifications, such as IFMA FMP, CFM, or BOMI, and/or applicable safety training such as OSHA 10 or OSHA 30.
• Experience supporting multi-site facilities management operations and/or MEP projects, including fit-out, EPC, refurbishment, or handover support.
• Exposure to procurement, vendor negotiation support, invoice verification, and basic budget tracking.
• Experience maintaining QA/QC, inspection, and handover documentation, including as-built drawings, O&M manuals, and asset registers, with audit-ready recordkeeping.
• Knowledge of sustainability practices, including energy management and waste diversion, and/or familiarity with local authority and regulatory coordination in Qatar, where applicable.

• Organisational skills: Ability to prioritise competing requests and follow through to closure.
• Problem-solving: Ability to troubleshoot issues, gather relevant facts, and coordinate appropriate resources.
• Vendor management: Ability to communicate expectations, verify completion, and maintain accurate documentation.
• Attention to detail: Accurate recordkeeping and maintenance of safety checklists and compliance documentation.
• Collaboration: Ability to work effectively with occupants, IT, security, EH&S teams, and external partners