Ramu Rathod

1. Understanding the Building:

• Understand the building policies and procedures building safety codes and legal requirements to protect the occupants.
• Overview the building manual content (O&M) to understand the building assets, facility and purpose of equipment’s at various areas of building.
• Overview the drawings, schematic diagram and location of various equipment’s inside the building
• Understand the detailed descriptions of various machines, equipment, tools, and components installed in the facility, including specifications, capacities, and operating parameters.
• Maintenance schedules, procedures, and checklists for routine and preventive maintenance activities to preserve the asset’s functionality and performance.
• Understand the guidelines of personnel safety, handling emergencies, and addressing hazardous situations.
• Additional resources, drawings, schematics, warranty information, and contact details for support services.
• Physically survey all the equipment’s installed location inside the building its performance and last service carried out
• Understand the building occupancy and their current difficulties if any regarding the maintenance is concerned.
• Understand the fire and safety, building evacuation route, assembly point etc.
• Understand the specialised contractors service level agreement (SLA’s) and key performance indicators (KPI’s) with management. Overview all the contractors scope works, routine maintenance schedule etc.
• Understand Financial Reporting – Document and Track Maintenance Expenses

2. Building Maintenance Service

• Organizes and leads maintenance trainings to all maintenance staff on all building systems, proper maintenance, safety procedures and safety standards.
• Lead the maintenance team in the supervision of maintenance programs in and out of the building relating to planned preventive maintenance (PPM).
• Prepare and assign the maintenance team to carry the monthly planned preventive maintenance (PPM) schedule of all the equipment's including: HVAC, plumbing, electrical, Firefighting, fire alarm and FM system, emergency generator, ICT networks, CCTV cameras, access control, elevators, cradle etc to making sure assigned PPM schedule should be completed on the given time frame.
• Conducting weekly meeting with maintenance staff to make sure all the maintenance schedule shall be carried out smoothly as per planned
• Resolves and / or provide technical advice on complex or critical issues that has been escalated from maintenance team
• Checking of all maintenance log books daily and take corrective measures accordingly.
• Inspect buildings, systems, and equipment regularly to identify faulty equipment and components and schedule repairs immediately.
• Collect the complaint job cards from facility management and assign the maintenance team to accomplish the job cards issues on priority.
• Conducting third – party inspection to specialized services like, elevators, cradle by authorize party to make sure all the specialized services are working efficiently. Obtained the third – party inspection report and submit to management.
• Oversee the consumption of utilities, including water, electricity and HVAC systems
• Perform periodic leaning of domestic water tanks, sumps, underground drain line etc.
• Monitor and coordinate overall workflow of specialized contractors for specialized service to ensure timely completion of job on site as per SLA's.
• Provides building monthly maintenance reports of all the equipment’s including, PPM, specialized service contractors’ reports, cleaning service reports, security service reports and submit to management for review.
• Maintain an inventory of supplies and equipment necessary for maintenance tasks.
• Oversee and coordinate 3rd party contractors working in the building.
• Issuing work permit to tenants and outside contractors if any renovation work may take place inside the building.
• Coordinate with civil contractors for construction and renovation projects including interior exterior areas of building.
• Prepare building consumption materials list (MEP service and cleaning service) and submit to management for approval to place the order by taking multiple contractors’ quotation as on required.
• Prepare monthly consumption materials inventory report and submit to management for review and record.
• Oversee and keep maintenance log and report on daily activities inside the building which has been received from tenants and resolve the issues on priority.
• Conducting regular inspection of all the building assets to make sure all the equipment performance are healthy and submit the same equipment health check report to management.
• Providing immediate response on equipment failures, issues of power outages or natural disasters in the building respond quickly to address the situation and minimize disruptions.
• Regular monitor on the safety equipment like, smoke detectors and fire suppression equipment are working normal and maintain the HVAC systems provide clean air and healthy indoor climate.
• Managing the external contractors for specialized maintenance tasks and overseeing their work to ensure it meets the required standards.
• Coordinate with external contractors for any renovation works/fitout work/ any repair work.
• Obtain multiple quotation from various contractors to make sure the given price for the works are reasonable and negotiate the final price with reputed contractors to submit the quotation for final approval from management.
• After approval of the contractor proposal from the management, oversee the quality of work, health safety and target completion date to make sure the assigned work has been completed quality and successfully.
• Periodically participate or perform, in testing of fire life and life safety systems including mock up fire drill in the building. Inspect all the fire safety equipment’s (fire alarm, voice alarm, firefighting, fire exhaust fans, access control, elevators etc.) are working normal during the mock up.

3. Reporting to Building high level management:

• Attending various meeting with management, consultant and specialized contractors to discuss various issues inside the building and development.
• Follow and immediate response to top level management regarding any discussion on the technical solution concerned.
• Providing immediate response to management on vacant floor layout modification, floor area calculation, MEP service modification and re-design of MEP service per new tenant and consultant.
• Prepare tentative yearly maintenance budgets, financial reports and various contracts, expenditure and purchase orders related to the facility budget, quarterly forecasts, and business plans.
• Closely discuss and provide effective ideas on any high-level events in the building, cost savings, managing various service effectively
• Modification of floor layouts in AutoCAD as per management instruction.
• Discuss on the various issues in the building like, water leakages, visitor parking issues, if any tenant’s harassment on maintenance staff, any car accident in the building, fire and safety compliance fire assembly points etc.
• Discussing with management regarding the new tenants’ occupancy inside the building. The required needs and facility for tenants. For instance, any repair works for new occupancy. Access card issuing, tenants parking and tenants visitor parking etc.
• Discussing with management regarding any fire and safety improvement inside the building

4. Coordination with Building occupants / Tenants:

• Oversee day to day operations of services ensuring that all services are effectively delivered as per occupants’ satisfaction including good service in their premises, life safety, technical solution and general maintenance.
• Continuously monitoring each and every e-mail from occupants’ complaints if any and respond them politely to address their issues immediately without any delay.
• Keeping track record of all the occupant’s daily complaint log sheet in order to understand tenants’ complaint and its immediate action.
• Coordinate and facilitate all the needs of tenants during their premises VIP events / meeting.
• Coordinating and facilitating with tenants for MEP service modification during the renovation of their offices.
• Coordinating with all the tenants through e-mail during fire drill, any emergency, any periodic shutdown of the service.
• On request arranging specialized civil contractors for their premises renovation / any maintenance works
• Keeping close relation with all the building occupants in order to provide them honest service support and best cooperation.

5. Soft service - Cleaning:

• Train the cleaning supervisor to understand the building policies, procedure and complete scope of works of building including internal and external areas of building.
• Prepare planning of cleaning operations day to day tasks with clear schedules and sign off of all duties and tasks completion.
• Carry out daily site inspection to all the cleaning areas (wet and dry areas) to ensure high standards of cleanliness and safe environment to all the occupants.
• Be continuously on the look-out for world-class services that would enhance the cleaning operation and good occupants experience.
• Ensure cleaning work is carried out in accordance with health, hygiene and safety in all the areas inside the building.
• Oversee the removal of trash from buildings. Empties and cleans wastebaskets, garbage and recycling containers, etc. Transports trash and recycling to disposal area.
• Cleans, maintains, and disinfects bathrooms, kitchens, appliances; replenishes soap and paper sup Operates a variety of protective equipment such as wet/dry mops, vacuums, scrubbers, carpet shampooers, buffers, brooms, brushes, etc
• Oversee the cleaning consumption materials supplies are always full in stock and good in quality.
• Conducting weekly meeting with cleaning high level management to make sure the cleaning service is up to the mark and fully satisfy to occupants.
• Oversee the assign schedule of cleaning work inside the plant rooms and car park areas by weekly and monthly as per the program assigned to cleaning team.
• Supervise the operation of cradle work outside of the building and making sure the cleaning staff should have adequate experience and should have valid certificate to operate the cradle.
• Coordinate with cleaning supervisor and staff about the health and safety during the operation of cradle and making sure they should operate the cradle within the wind speed range.
• Schedule and perform every six-month one-time cradle third – party inspection by authorize parties to make sure live load inspection has been carried out and thoroughly inspected and same inspection report shall be submitted to management.

6. Security service:

• Train the security supervisor to understand the building policies and procedure.
• Train all the security staff about the building safety and effective security strategies and protocols to protect the company against threats, security systems including security patrols, surveillance systems, door lock mechanisms, control of restricted areas, monitoring of master keys etc.
• Mobilise to conduct weekly risk assessments training to all the security staff, regarding the identifying susceptibilities and formulating appropriate security measures by high level management.
• Organize and plan to coordinate security operations for specific VIP events.
• Organize and coordinate security staff when responding to emergencies and alarms, if false alarm immediately report to civil defence,
• Oversee security checks at all entry points and gateways of building.
• Make sure to have surveillance cameras in and around of building. Day to day inspection of all the CCTV cameras working to stay aware of suspicious activities
• Oversee the staff attendance on the daily basis.
• Coordinating with department managers to determine security needs
• Gathering security intelligence and implementing preventative measures.
• Developing work schedules, allocating tasks, and monitoring personnel performance
• Ensure all the security staff should carry the building patrolling during the day shift and night shift

7. Landscape - Gardening:

• Oversee the day-to-day predetermined gardening maintenance programmes.
• Manage landscape staff, contractors and volunteers to ensure the proper, efficient and timely completion of job.
• Oversee day to day management of resources, tools, equipment, materials, transport and machinery required by gardening team to complete the works programme.
• Coordinate with supervisor about the lawns cutting schedule and assign the experience team to cut the lawns as on required.
• Arrange to apply pesticides contractors to remove harmful insects such as mosquitos, wasps, and ticks as on required.
• Arrange general maintenance duties such as cleaning walkways, cleaning all the gardening areas, trimming the plants around walks, over grown limbs, hedges and leaves, flower beds, removal weeds and dead plants as needed to preserve the health and natural beauty of the plants.
• Arrange to plant new decorative bushes, flowers, plants and shrubs as on required.
• Daily inspection of landscape to ensure overall presentation and condition of grounds and gardens meets standards and quality expectations.
• Oversee the requirement of fertilizing, watering to the plants and gardening to keep the garden in good condition and natural beauty.

8. External Auditing:

• Invite external audit team to inspect the building assets and systems to ensure all the maintenance activities are statutory, policy and contractual commitments
• Coordination with external auditors about the building documents, HSE, incident inside the building, accident and maintenance report discussion.

9. Coordination with civil defence:

• Coordinate and submit fire drill, fire marshal request letter to civil defence to obtain the proposed fire drill event date.
• Coordinate with civil defence and building tenants about fire marshal training program.
• Organise and facilitate real time fire drill program in the building with civil defence without other knowledge inside the building.
• During the fire drill, coordinate with tenant’s fire marshal and building security team to make sure the program carried out successfully.
• Making sure everybody approaches to fire assembly point during the fire drill without any panic.
• Laise with all the tenants fire marshal to make sure all their staffs are evacuated from the building and collect all the tenants staff details and submit to civil defence.
• Finally, coordinate with civil defence to obtain the fire drill report and submit to management.

• Reviewing plans, proc provided by the consultant.
• Develops HVAC, plumbing and firefighting services engineering proposals for project.
• prepare plans, details, specified and cost estimated of plumbing, firefighting, heating, ventilating, air conditioning and general piping system.
• Prepares load calculations, design and shop drawings for consultant approval.
• Prepare accurate and timely drawings schedules, submission date to get approval from consultant.
• Conduct meeting with draftsman to make sure all the drawings are delivered on time for consultant approval.
• Estimating and preparing bill of quantity of all the mechanical services, bill of material and material take-off as per tender drawings and specifications.
• Attending technical meeting with project manager and consultants for achieving the construction schedule.
• Report to MEP manager in achieving all the goals and targets for mechanical service.
• Preparation tender documents i.e. estimate drawings and specifications etc.
• Preparation of scope of work for main contractors and sub-contractors.
• Preparation of all project’s papers and reports, project drawings and layouts, materials requisition reports measurements sheets, work execution sheet etc.
• Attending daily meeting with supervisor, technician's weekly meeting with project Manager, Consultant and subcontractors.
• Coordinating with health and safety management to make sure all the works are carrying out as per health and safety standards.
• Co-ordination with consultant, contractors for site inspection.
• Coordinate with suppliers to make sure the order materials are as per standards and good quality and in place as per given time.
• Co-ordinate with procurement and construction department to ensure all required information and materials are available on time.
• Regularly review the construction schedule during the progress of the site works regarding MEP services and report to the project manager.
• Submit daily construction reports, weekly reports and monthly reports to client/consultant.
• Follow up for timely submitting the drawings and materials to get approval from consultant.
• Prepare work progress report on daily basis to get the idea of work progress as per targeted schedule.
• Plan the execution of all the mechanical related works and coordinates the works with other services.
• Supervise the Installation of underground service like, water supply service, drainage services and firefighting services.
• Conducting weekly meeting among site supervisor to discussing about the co-ordination of MEP services to be reach according to the construction schedule at site.
• Performing and coordinate with consultant site inspection to assure that installation carried out as per approved drawings and specifications.
• Coordinating with all MEP Engineer to discussing about Co-ordination drawing i.e. above false ceiling and below false ceiling.
• Ensures that all the works have done are in accordance with the approved construction drawings, consultant comments.
• Initiate the commissioning and testing request to client/consultant to make sure all the installation systems are as per approved standards and full in operational condition.
• At project close out, submit the as-built drawings and O&M manuals to client to ensure that the delivered drawings are as per contract requirements.

• 09+ years of experience in prestigious construction projects in Dubai, Oman and Qatar
• In – depth understanding of construction procedures, materials and project management, specialised in all aspects of MEP, HVAC infrastructure utilities in terms of design, construction and supervision of residential, commercial, healthcare, hotels and industrial projects.