Facilities Manager (Construction Project)

1. Position Purpose

The Facilities Manager shall oversee and coordinate all facilities-related aspects of the construction project, acting as the primary representative of the building owner/operator in ensuring that the project is delivered safely, efficiently, to the required quality standards, and in accordance with approved drawings, specifications, statutory requirements, operational needs, budget, and programme.

The Facilities Manager shall coordinate closely with the Project Manager, consultants, main contractor, subcontractors, specialist contractors, authorities, suppliers, and end users throughout the construction, testing, commissioning, and handover stages.

2. Key Areas of Responsibility

A. Project Planning and Coordination

• Review the project scope, drawings, specifications, schedules, method statements, and construction programme.

• Participate in project planning, coordination, and progress meetings.

• Coordinate facilities and operational requirements with the project team.

• Identify potential clashes, operational constraints, access requirements, and facility-related risks before construction activities commence.

• Monitor construction progress against the approved programme and highlight delays or potential delays.

• Coordinate interfaces between architectural, structural, M&E, ELV, security, fire protection, IT, landscaping, and other specialist systems.

• Ensure that construction activities are properly coordinated with existing building operations where the project is carried out within an occupied facility.

B. Contractor and Consultant Coordination

• Coordinate with the main contractor, subcontractors, consultants, suppliers, and specialist vendors.

• Monitor contractors' compliance with approved drawings, specifications, method statements, and contractual requirements.

• Attend site inspections and coordination meetings.

• Review and provide comments on relevant technical submissions, shop drawings, material samples, equipment selections, and proposed alternatives.

• Follow up on outstanding technical issues, RFIs, site instructions, and design clarifications.

• Escalate significant technical, programme, cost, safety, or operational issues to the Project Manager/Owner.

C. Quality Control and Workmanship

• Monitor the quality of construction works and installed systems.

• Conduct or participate in inspections of completed works.

• Identify defective, incomplete, or non-compliant works and ensure that corrective actions are taken.

• Monitor installation of equipment and systems to ensure accessibility for future operation and maintenance.

• Ensure that materials and equipment installed are consistent with approved specifications and submissions.

• Participate in snagging and defect inspections.

• Maintain records of outstanding defects and monitor their closure.

D. Facilities and Operational Requirements

• Ensure the completed facility is practical, maintainable, safe, and suitable for its intended operation.

• Represent the facilities/operations team during design and construction discussions.

• Review designs from an operations and maintenance perspective.

• Ensure adequate access for maintenance, inspection, replacement, and servicing of equipment.

• Verify that plant rooms, service areas, equipment rooms, access routes, risers, ceiling spaces, and maintenance areas are properly designed and accessible.

• Ensure that operational requirements are incorporated before works are completed.

• Coordinate shutdowns, isolations, temporary services, access restrictions, and other works that may affect building operations.

E. Health, Safety and Environmental Requirements

• Coordinate with the project team to ensure construction activities do not compromise the safety of occupants, staff, contractors, visitors, or the public.

• Monitor compliance with site safety requirements and applicable regulations.

• Ensure appropriate controls are implemented for high-risk activities affecting existing facilities.

• Coordinate work permits, access controls, isolation procedures, and emergency arrangements where applicable.

• Monitor housekeeping, waste management, dust/noise control, and environmental considerations.

• Immediately escalate significant safety or environmental concerns to the appropriate project and management personnel.

F. Building Services, M&E and Specialist Systems

• Oversee the facilities-related aspects of mechanical, electrical, plumbing, fire protection, lift, HVAC, BMS, security, CCTV, access control, telecommunications, and other building systems.

• Review system designs and installations from an operational and maintenance perspective.

• Participate in testing and commissioning activities.

• Verify that equipment and systems perform in accordance with approved requirements.

• Coordinate integrated systems testing where required.

• Ensure controls, alarms, monitoring points, interfaces, and BMS integration are properly configured and tested.

• Ensure equipment labels, identification, access, and isolation points are properly provided.

G. Statutory and Regulatory Compliance

• Coordinate with consultants and contractors to ensure that applicable statutory and regulatory requirements are addressed.

• Monitor the submission and approval of relevant permits, certificates, inspections, and authority requirements.

• Participate in statutory inspections and testing where required.

• Ensure that required compliance documentation is obtained before handover and occupation.

• Maintain awareness of applicable building, fire safety, workplace safety, environmental, and other regulatory requirements.

H. Cost and Change Management

• Monitor facilities-related project costs and identify potential cost implications.

• Review proposed variations, substitutions, and changes from an operational and facilities perspective.

• Assess the impact of proposed changes on lifecycle cost, maintenance, reliability, energy consumption, and future operations.

• Ensure that changes affecting facilities are properly documented and approved.

• Identify opportunities for cost-effective and maintainable solutions without compromising quality or operational requirements.

I. Testing, Commissioning and Handover

• Develop and coordinate the facilities requirements for testing, commissioning, and handover.

• Participate in inspections, functional testing, performance testing, and integrated systems testing.

• Verify that equipment and systems are properly commissioned before acceptance.

• Review operation and maintenance manuals.

• Ensure that as-built drawings, equipment schedules, warranties, certificates, test reports, and commissioning records are provided.

• Ensure that asset registers and preventive maintenance information are complete.

• Coordinate training for facilities and maintenance personnel.

• Conduct or coordinate final handover inspections.

• Track and close all outstanding defects before final acceptance, subject to the contractual requirements.

J. Transition to Operations

• Prepare the facilities/operations team for takeover of the completed facility.

• Establish preventive maintenance requirements for new equipment and systems.

• Ensure maintenance contracts and specialist service arrangements are established where required.

• Ensure facilities personnel receive adequate training from contractors and equipment suppliers.

• Review spare parts, consumables, special tools, software licences, passwords, access credentials, and other operational requirements.

• Ensure that the facility is operationally ready before occupancy or commencement of normal operations.

K. Documentation and Reporting

• Maintain proper records of inspections, meetings, defects, technical issues, approvals, testing, commissioning, and handover.

• Prepare regular facilities-related project progress reports.

• Maintain an action tracker for outstanding matters.

• Report significant risks, delays, defects, non-compliances, and operational concerns to management.

• Maintain records of approved drawings, specifications, equipment information, warranties, certificates, and handover documentation.

3. Key Deliverables

The Facilities Manager shall be responsible for ensuring completion and/or coordination of the following key deliverables:

• Facilities and operational requirements

• Facilities-related design reviews

• Site inspection and quality records

• Defect and snagging lists

• Testing and commissioning records

• Equipment and asset registers

• Operation and maintenance manuals

• As-built drawings

• Statutory certificates and approvals

• Warranty information

• Preventive maintenance schedules

• Training records

• Spare parts and specialist tools

• Handover and takeover documentation

• Outstanding works and defects close-out

4. Authority and Escalation

The Facilities Manager shall have the authority to:

• Raise concerns regarding unsafe, defective, non-compliant, or operationally unsuitable works.

• Request clarification or corrective action from contractors and consultants.

• Recommend rejection of works or materials that do not meet approved requirements.

• Recommend changes where necessary to improve safety, maintainability, reliability, or operational performance.

• Escalate unresolved technical, safety, programme, cost, and quality issues to the Project Manager or Owner for decision.

The Facilities Manager shall not approve contractual variations, major design changes, or additional expenditure unless such authority has been expressly delegated.

5. Performance Objectives

The Facilities Manager's performance shall be assessed based on:

• Safe execution and successful completion of the project.

• Compliance with approved specifications and statutory requirements.

• Quality and workmanship of completed facilities.

• Effective coordination among project stakeholders.

• Timely identification and resolution of facilities-related issues.

• Successful testing and commissioning of building systems.

• Completeness and quality of handover documentation.

• Readiness of the facility for operation.

• Maintainability, reliability, energy efficiency, and lifecycle performance of installed assets.

• Effective transition from construction to facilities operations.