Planning Officer

Role Overview

Planning Officer at Wasl, Dubai. Reports to the Planning Manager within the Planning Section of Asset Management Services & Solutions.

Company Overview

Wasl is one of Dubai's largest and most diversified real estate management companies, founded in 2008 from the strategic merger of the Dubai Development Board and Real Estate Department. The organization manages an expansive portfolio of landmark assets and is a cornerstone of Dubai's real estate landscape.

Role Purpose

To maintain accurate and current asset and equipment data while ensuring timely and efficient handover of new assets. The role ensures all preventive maintenance and inspection workorders are prepared and issued, and provides operational and system support to enable continuous asset management operations.

Key Responsibilities

Invoice Management

• Raise invoices for all chargeable services provided by the Asset Management Services & Solutions department.

Insurance Management

• Raise invoices for all insurance claims and follow up for payments.

Projects Takeover

• Verify document submission according to standard operating procedures.
• Prepare forms to hand over to Property Management for leasing.

Master Data Management

• Create all master data in SAP on hierarchy for smooth Asset Management Services & Solutions operations, including Functional Location, Equipment, Measuring Point, PPM Plan, Checklist, and PPM Measuring Points.
• Maintain respective partners' responsibility and link relevant REFX Units.

CAPEX and Variable Works Management

• Review relevant purchase orders for CAPEX and major jobs.
• Update master data with relevant equipment information, cost, and warranty details.
• Manage Tijori Open Text Workflow approvals.

SAP Approvals and Roles Management

• Maintain relevant roles for Asset Management Services & Solutions staff and approval Delegation of Authority in the system.
• Review roles every quarter.

Report Generation

• Generate weekly and monthly reports as scheduled.
• Prepare specific reports as required on an ad hoc basis.

SAP Support and Training

• Provide SAP support to Asset Management Services & Solutions staff and FM Service Providers.
• Train all staff on SAP systems and processes.

PPM Workorder Management

• Ensure all Preventive Planned Maintenance schedules and orders are maintained in SAP System and Mobility according to contract requirements.

FM Service Provider CAFM PPM

• Verify Preventive Planned Maintenance schedules between SAP and FM Service Provider CAFM systems.
• Upload CAFM PPM Numbers in SAP to relevant SAP PPM Workorders.

Mobility Management

• Provide Mobility support for User ID, Employee ID, and Material Codes issuance.
• Enable FM Service Providers to book man-hours and materials in SAP.
• Train all staff on Mobility platform usage.

IT Enhancement

• Prepare and communicate new requirements to IT department.
• Test systems before rollout for SAP, CRM, BI, Tijori, and Dashboard.
• Participate in Disaster Recovery testing as requested by IT.

IT Security

• Read, understand, and comply with all applicable Information Security Policies and Procedures of Wasl.
• Cooperate, coordinate, and share information with Internal and External Audit teams as appropriate.
• Attend Information Security Awareness sessions conducted by the Wasl IT Department.

Qualifications & Experience

• Degree or Diploma preferably in IT, Facility Management, Construction, or Accounts.
• 1 to 2 years of experience in an FM Company.

Skills & Competencies

• Microsoft Office proficiency at high level.
• Accounts or Finance skill at medium level.
• ERP System, CAFM/CMMS, and AutoCAD proficiency at high level.
• Ethics and Corporate Governance competency at advanced level.

Additional Information

• No staff directly supervised.
• Internal working relationships: Procurement, Finance, IT, Property Management.
• External working relationships: FM Service Provider, DCD, DM, DEWA, EMPOWER, EMICOOL, AQUACOOL.
• Position holder may be required to perform additional tasks and responsibilities not listed here, in line with organizational needs and changes in business priorities.