Facilities Planner at Aga Khan Academy

The position

The Facilities Planner will be responsible for effectively managing and streamlining maintenance operations by overseeing the entry and tracking of maintenance requests within the Facility Management Software (FMS) as well as ensuring accurate documentation, facilitating communication between departments, and maintaining the asset register.

DUTIES AND RESPONSIBILITY:

• Receive maintenance requests raised by other departments and enter work orders into the Facility Management Software (FMS).
• Prepare, compile and sort documents (requisitions, delivery notes, material requests, payment authorization forms, work completion certificates, and other documents available) for data entry into the Facility Management Software (FMS).
• Fact Check source documents for accuracy before their entry in the Facility Management Software (FMS)
• Raise, track (from their inception to completion) and verify completion of all maintenance work orders in the FMS
• Obtain further information from stores / maintenance staff for any incomplete documents associated with raised work orders.
• Maintain and update the FMS asset register when additions, deductions or changes are made.
• Ensure all logs, files and records of tasks and projects are well maintained appropriately
• Plan and facilitate the convening of weekly maintenance meetings. Prepare and document minutes of meetings, progress reports, attendance sheets, agenda etc. and follow up on important actions and decisions made during these meetings.
• Assist in the preparation of quarterly planned preventative maintenance (PPM) schedules and monthly progress reports.
• Attend to any other tasks assigned by the line manager / supervisor

The requirements

• 3-5 years’ experience in Project management / Facilities Management with focus on project coordination and monitoring.
• Experience with working in a school setting is advantageous.
• Excellent interpersonal and communication skills both written and verbal.
• Computer literate in MS Outlook, Teams and MS Office (Word, Excel, MS PowerPoint)
• Good understanding of the project management cycle and demonstrates experience in project implementation.
• Effective report writing and analytical skills with strong presentation abilities.
• Able to multi-task, meet tight deadlines and prioritize tasks.
• Good planning and organization skills