Details

 

Planning & Scheduling

• Lead effective achievement of departmental objectives through the leadership of the Contracts Support Maintenance Contracts

• Provide input in development of maintenance strategies and plans, its administration, control, and availability of resources.

• Maintenance focal point Contract Development & Contract Admin Support.

Contract Development support/ Contract Administration support

• Execute the creation / modification of contracts, ensuring that that long term rate contracts are in place to meet all maintenance outsourcing requirements
• Ensuring that the contract meets the needs of both parties
• Creating new templates or processes for contract management,

• Ensure preparation of comprehensive, detailed, and accurate scope of works (SOW) and Schedule of rates (SOR) for tendering so that clarifications and delays are avoided
• Analyse emergency requirements in the past, prepare strategy for mobilising and deploying the resources during emergencies like plant shutdowns, breakdowns etc.
• Provide guidance and support for vendor qualification, evaluation of the bids, preparing tender board proposals, contractor meetings, mobilisation etc.
• Ensure cost efficient, optimisation of resource usage and quality selection of contractors
• Develop local contractors and service providers
• Develop alternate sources for procurement of materials and spares
• Analyse material consumption & initiate optimisation process
• Ensure timely processing of invoices and cost-effective implementation of Capex projects.
• Review analysis data using the Computerized Maintenance Management System (CMMS).

• Support TL Contract Support on:
  • Preparation and maintains files of all new contracts invoicing, including daily sheet management, subcontractor management, management, etc.
  • Collect Daily sheets from field, and track the service information for client updates and invoicing for the maintenance works
  • Works with the team and operations to create a seamless flow of information.
  • Organize and prepares billing documentation, and submits it to finance, as well as submits invoices to clients
  • Track for contracts and report and all Subcontractor works signed
  • Request all permits for contracts
  • Execute proposals and reports.
  • Creation and updating of suitable contract data using system modules and working the staff in the development and continual improvement of internal processes to effectively manage cyclical Maintenance contracts using the available system modules.
• Administer the annual revenue budget for designed Maintenance.
• Maintenance contract administration duties for the effective and efficient delivery of operational facility contracts
• Maintenance contract administration duties for the effective delivery Services Routine Maintenance contracts in close liaison with the service specialists
• Oversee routine statutory insurance inspections, including the updating of the schedule of plant and equipment to the service provider and coordination of any required remedial works arising with support from Maintenance Manager and others.
• Receipt from contractors, via a suitable reporting and recording mechanism, of their confirmation of works undertaken and completion, after which the transactional closure of job elements on the SAP® system modules can take place.
• Administration coordination, via liaison with the applicable team members for the service, of recommended remedial works that arise from the maintenance contracts administered.
• To develop, implement and review schedules of contractor site visits for the maintenance contracts under administration. This will consider the constraints of individual sites through close liaison with site staff and consideration of site operational hours, holiday periods and contractor availability.
• To provide a quality assurance role by organising site contractor monitoring and recording. This is to be undertaken primarily by liaising with premises staff to ensure contractors’ activities are routinely checked to ensure appropriate levels of quality are being maintained.
• Undertake ad-hoc site visits to meet with contractors and/or monitor their activities and outputs.
• Participation in identifying & arranging maintenance works beyond in-house resources and need to be contracted out.
• Leads daily maintenance planning meetings to discuss & coordinate schedules, timing, and critical & priority work, identifying workforce and equipment requirements.
• Monitor & guide planners to prepare maintenance plans, schedules with sufficient resources requirements for all maintenance activities. Analyse the performance indicators and recommend solutions to catch-up for lagging areas.
• Review job plans in the CMMS system giving job estimates showing sequence of steps, workforce requirements, person-hour requirements and any materials or equipment needed
• Monitors and coordinate work executor’s compliance to routine maintenance or SD planned.
• Review & adjusts planned maintenance schedules to maximize efficiency and discusses/resolves of actual time from schedule time.
• Monitor the progress of the planned maintenance activities and update contractor’s performance.
• Conduct audit backlog, update estimates, and ensure maintenance orders are charged under correct WBS/ cost centres.
• Proactively resolves issues during all phases of the schedule maintenance (including scope development & start up to completion of shutdown/maintenance activities).
• Involves in procurement process by preparation of detailed scope of works and liaising with contracts management & execution teams.
• Arranges for planning/ preparations Shutdown related for jobs. Keep the packages ready in view of materials, resources & other requirements to take-up the jobs in any opportunity.
• Ensures that all temporary & permanent solutions are being planned & executed in coordination with execution teams for the Inspection generated work request.

Stakeholder

• Collaborating with other teams and stakeholders, such as maintenance, engineering, procurement, and contractors.
• Participate in daily maintenance meetings to discuss & coordinate schedules, timing, and critical & priority work, identifying workforce and equipment requirements.
• Design the relevant contracts & procurement of materials as per company strategy
• Provide adequate contractor & vendor management
• Working with legal and procurement teams to negotiate contract terms and conditions

Regulatory & Compliance

• Ensuring compliance with safety and environmental regulations, minimizing the risk of accidents and environmental incidents.
• Ensuring that all relevant HSE aspects are incorporated in the scope work packs.
• Implementation of lessons learned.
• Ensure proper document & data management to achieve an auditable process
• Provide facilitation for external/ internal audits and follow-up of the maintenance function action items.

Budget

• Developing and managing maintenance budgets, ensuring that maintenance activities are cost-effective and align with the overall goals of the organization.
• Analyse and monitor the progress & budget status for capital projects.
• Compilation of CAPEX & OPEX budget, monitoring, and control.

Reporting & Continuous Improvements

• Leads in generating and preparation of reports and feedback regarding maintenance performance, compliance monitoring to implemented work processes.
• Reviews the progress reports & performance indicators and takes appropriate action and coordinates with concerned teams to catch-up for lagging areas.
• Providing periodic reports regarding work status.
• Maintenance backlog reports, analysis, and issuance of recommendation to the execution teams
• Reporting the MOC under the maintenance function implementation