Operations Executive at UPDC Plc

Objective / Purpose of the Job

• The FM Operations Executive will support the Operations Department by driving operational efficiency, enforcing process compliance, and ensuring financial discipline across all managed facilities.
• The role involves budget monitoring, workorder quality control, data validation, documentation oversight, and acting as a critical interface between Operations, Finance, and Site Teams.

Responsibilities
Budget Compliance & Cost Control:

• Monitor operational expenditure across all facilities to ensure alignment with approved annual budgets.
• Flag variances and potential overruns early and provide recommendations for cost optimization.
• Review Work-Orders and procurement requests to validate necessity, budget availability, and cost reasonableness.
• Support the creation of monthly budget performance dashboards for management review.

Work-Order Management & Quality Assurance:

• Ensure all Work-Orders raised comply with operational standards (proper categorization, subcategorization, vendor selection, invoice alignment, supporting documentation).
• Serve as a pre-approval quality gate before requests proceed to Operations for final approval.
• Track Work-Order cycle times and identify bottlenecks affecting turnaround.
• Provide recurring feedback to CSMs and operations teams to improve submission quality.

Operations–Finance Liaison (SPOC):

• Act as the Single Point of Contact between Operations and Finance for all payment-related matters.
• Ensure payment requests are complete, accurate, and compliant with documentation requirements (invoices, approvals, contracts, etc.).
• Track payment statuses and escalate delays that may affect service delivery.
• Maintain visibility on vendor payments, pending liabilities, and payment cycles.

SharePoint Repository Management:

• Monitor the Share Point document repository for all sites to ensure regular updates and accurate archiving of: Work-Orders, Invoices, Preventive Maintenance reports, Daily/Weekly Site Reports, Compliance documentation (HSE, SLA checklists, etc.)
• Enforce and ensure adherence to document naming conventions.
• Conduct monthly audits to identify missing or inaccurate documents
• Intervention Job Monitoring & Profit Tracking
• Maintain a database of all intervention jobs carried out across facilities.
• Track cost, billing, and profit margins for each intervention.
• Analyze intervention performance and prepare monthly financial summaries.

Operational Efficiency & Administrative Support:

• Support the implementation of operational trackers, dashboards, and templates to improve visibility and accountability.
• Assist in process mapping, SOP updates, and compliance monitoring.
• Support vendor performance reviews through data gathering and analysis.
• Assist in activity monitoring across sites (diesel usage, utilities, equipment uptime, etc.).
• Support technology adoption (CMMS, ResolvR, SharePoint, issues log, activity checklists, etc.).

Requirements

• Education: Bachelor’s degree in engineering, Estate Management, or related field.
• Certifications such FMP, PMP is an advantage.
• Minimum of 3–5 years’ experience in a facility management, maintenance, or operations.
• Working knowledge of building systems and maintenance tools

Skills:

• Excellent coordination and supervision abilities
• Ability to prepare and manage facility budgets, forecasts, and cost analysis.
• Analytical and problem-solving skills
• Strong communication and interpersonal skills.
• Competence in operational efficiency and cost-effectiveness in facility operations. Good reporting and documentation skill.