Job Description – Facilities Maintenance & Contractor Safety Specialist

1. Job Details

• Job Title: Facilities Maintenance & Contractor Safety Specialist

• Reports to: Research Safety Manager

• Job Family: HR will complete

• Job Function: HR will complete

2. Job Purpose

• Responsible for ensuring the safe and efficient operation of facility maintenance activities.

• Enforce contractor safety compliance in accordance with organizational policies, regulatory standards, and best practices.

• Oversee maintenance operations, conduct safety inspections, manage contractor compliance, and coordinate preventive maintenance programs.

• Minimize risks and maintain a safe working environment.

3. Job Dimensions

• Accountability for annual operating budget / project budget / sales revenue: Contributory

• Magnitude of financial accountability: n/a

• staff supervised: 0

• direct reports: 0

• contractors/others: 0

4. Key Result Areas

Facilities Maintenance Management

• Coordinate facility inspections and audits.

• Ensure compliance with local building codes, safety regulations, and best practices.

• Ensure energy efficiency and sustainability initiatives are integrated into facility maintenance operations.

Contractor Safety Management

• Develop and enforce contractor safety policies and procedures.

• Conduct pre-qualification assessments of contractors.

• Review and approve contractor work permits, method statements, and risk assessments.

• Ensure hazard identification and risk mitigation measures are in place.

• Conduct safety orientations and toolbox talks.

• Monitor contractor activities to ensure adherence to safety protocols and PPE usage.

• Maintain accurate records of issued PTWs.

• Suspend PTWs promptly when necessary.

Safety Inspections & Compliance

• Perform site safety inspections and facility audits.

• Investigate incidents, near misses, and accidents.

• Enforce compliance with fire safety standards, emergency protocols, and hazardous material handling.

• Maintain and update Safety Data Sheets (SDS).

• Liaise with regulatory bodies and external auditors.

Training & Awareness

• Develop and deliver safety training programs.

• Promote a culture of safety awareness.

• Ensure knowledge of LOTO, confined space entry, electrical safety, and emergency response plans.

Emergency Preparedness & Response

• Ensure proper functioning of fire suppression systems, alarms, emergency exits, and first-aid kits.

• Develop and oversee emergency response plans.

• Act as liaison between facility management, emergency responders, and regulatory authorities.

Inspections and Audits

• Perform safety inspections, fire risk assessment, and other audits.

• Conduct thorough inspections of facilities, equipment, and work practices.

• Use checklists and tools for evaluations.

• Identify non-compliance issues and correct them.

• Prepare detailed inspection reports.

• Assist with external audits and regulatory inspections.

Day-to-day Routine Activities

• Assist the line manager in implementing HSE strategies and monitoring.

• Ensure subcontractors conduct activities in accordance with HSE procedures.

• Perform additional duties and tasks as assigned.

Documentation and Record-Keeping

• Maintain accurate records of maintenance logs, inspections, risk assessments, and incident reports.

• Prepare and present safety performance reports.

• Monitor and track contractor compliance metrics.

5. Operating Environment, Framework & Boundaries

• Work is typically performed in office and field settings.

• Travel to university buildings or regulatory agencies may be required.

• Availability to respond to emergencies outside of working hours is essential.

• Extreme working conditions at times.

• Exposure to hazardous animals, toxic plants, chemicals, or substances.

• Safety gear/PPE required at times.

• Physical inspections may involve standing, walking, bending, climbing, and lifting.

• Work in confined spaces, heights, and varying temperatures.

6. Communications and Working Relationships

Supervisor (line manager)

• Report on compliance status, risk assessments, and incidents.

• Provide updates on sustainability initiatives.

• Present audit and inspection findings.

• Report daily activities requiring approval/advice.

HSE Team

• Coordinate risk assessments, audits, and training sessions.

• Share best practices and regulatory updates.

• Collaborate on emergency response planning and drills.

Facilities Management Personnel/Contractors

• Ensure integration of safety measures in daily operations.

• Address environmental hazards and compliance issues.

• Coordinate inspections and maintenance activities.

Regulatory Agencies / Community & Public Stakeholders

• Submit required HSE compliance reports.

• Respond to inquiries and inspections.

• Collaborate during third-party inspections and evaluations.

• Implement external audit recommendations.

• Participate in industry forums, conferences, and networks.

8. Minimum Knowledge, Skills & Experience

• Bachelor’s degree in Facilities Management, Occupational Health & Safety, Engineering, or related field.

• Professional certifications preferred: CFM, CSP, CIH, NEBOSH IGC, CHST, PMP, or similar.

• Understanding of academic research environment and culture.

• Strong knowledge of preventive maintenance, safety audits, and emergency response.

• Minimum 3–5 years of experience in EHS role.

• Proven experience in risk assessments, audits, and compliance reporting.

• In-depth knowledge of OSHA, EPA, IOSH, NFPA, CDC, FEMA, DOT, and Qatar Environmental law.

• Excellent communication and training abilities.

• Ability to work independently and collaboratively.

• Proficiency with ISO management systems (ISO 14001, 45001, 9001).

• Proficiency in MS Office, Power Bi, and HSE applications.