Job

 Description  

Job Title: FF&E Manager

Divisional Director of
Reports to Operational Planning -
Creation Date: October 2010
(Title): Hyatt International
Technical Services
Manager of
Yes Updated: March 2012
People:
Place of Executive
Work:
Project site Grade:
Committee

Position Summary:

The Furniture, Fixtures and Equipment (FF&E) Manager is a Senior Management Position
within Hyatt International Technical Services assigned to a new hotel under development
approximately 18 months prior to opening.

The role of the FF&E Manager is to provide assistance to the Owner / Developer, Key Project
Consultants and Hotel Operating Teams for all project issues specifically related to design
coordination and execution, operational planning, brand standards, quality control and FF&E
Management.

The FF&E Manager will be responsible to the Divisional Director of Operational Planning and is
held accountable to ensure that Hyatt Hotels Corporation product brand standards are fully
implemented to maintain the integrity of the brand.

The FF&E Manager, in consultation with Hyatt International Technical Services, will determine the
readiness of the hotel as detailed in the approved handover schedule and will be responsible to advise
Hyatt Hotels Corporation / International Technical Services should the hotel not meet pre-established
minimum standards to prevent the hotel from opening.

 
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 Employee Specification:

Educational Experience

A university or equivalent professional degree in the field of hospitality, business management,

engineering or architecture

Technical Experience

Being an Executive Committee position, applicants with hospitality/hotel background should have a
minimum of 6-7 years of operational experience, preferably in Rooms, Food & Beverage, Materials or
Engineering. This should include at least 2 years’ experience as a function or department head, with
significant responsibilities of business and people management.

Applicants from outside the hospitality should have similar years of experience, and preferably should
have a background in Engineering, Project Management or Architecture.

Other Requirements

Strong communication and influencing skills

Fluency in both spoken and written English is a must. Additional language skills in Mandarin, Spanish,
Arabic or French are an advantage – and might be essential in certain parts of the world.

Ability to:
React and adapt to, as well as to manage change

Work both independently and on their own at the beginning of a project, as well as part of a team later in
the project – sometimes in more remote locations

Bring projects to successful completion (result orientation)

Work with a required level of uncertainty

High learning agility, with the ability to learn and apply new technology easily

Extensive computer literacy with MS Office and strong familiarity with Project Management software

Well organized and proficient at evaluating and setting priorities

Multi-tasking, with the ability to coordinate several activities simultaneously

Strong interpersonal skills, with the ability to diffuse tension between stakeholders, where necessary, and
elicit cooperation from a wide variety of sources, including senior hotel leadership, owners and
contractors.

Adapt at conducting research into project-related issues and products, and stay in tune with new
developments

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 Management and Leadership:

Core Skills
 
Produces Quality Work
The ability to produce high quality work in a consistent and reliable manner, in support of Hyatt’s
standards

Achieves Results
The ability to identify priorities, solve problems, produce desired results and be accountable for
commitments

Promotes Teamwork and Collaboration

The ability to build relationships within and across functions, balance individual and team goals, respect
others and value different perspectives

Communicates Effectively
The ability to listen actively and identify appropriate messages and delivery methods to effectively
influence others

Shows Initiative and Resourcefulness

The ability to initiate action, make decisions, adapt, drive change, use resources efficiently and solve
problems quickly, creatively and practically

Focuses on Customers
The ability to identify needs, shape actions and add value to relationships based on a central focus of
customer satisfaction

Leadership Expectations

Living Hyatt’s Values

Demonstrating behaviors consistent with Hyatt’s Core Value: Mutual Respect, Intellectual Honesty and
Integrity, Humility, Fun, Creativity and Innovation

Demonstrating a Passion for Service

Creating a positive impact by passionately serving others

Translating Hyatt’s Mission to Action

Defining a plan to achieve Hyatt’s mission and successfully acting on it

Inspiring Others
Bringing others along to achieve common goals

Encouraging Change
Demonstrating a vested interest in building Hyatt’s brand and acting as an owner to advance Hyatt’s
success

Promoting Learning
Demonstrating a thirst for knowledge and providing expertise to others to enhance their skills and abilities

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 Position Responsibilities:

Design Coordination

Familiarization of all approved design documentation including all drawings, Food and Beverage and
Spa design briefs, specifications and schedules.

Familiarization with all discipline’s drawings, specifications and schedules

Participate in all project site design meetings and maintain awareness of approved design
requirements vis a vis site conditions.

Evaluate all variances from approved design requirements and coordinate with Owner / Developer
and Hyatt International Technical Services for review.

Provide ongoing liaison with Owner / Developer and Key Consultants for coordination and guidance
in the interpretation and clarification of operational requirements.

Brand Standards

As detailed in Hyatt International Technical Services Definition of Fixtures, Furniture and

Equipment (FF&E), the FF&E Manager, in collaboration with Divisional Specialists, Key
Consultants and Corporate Technical Services, is accountable to ensure that the following
components of a new hotel project comply with Corporate Brand Standards, Hyatt Product
Specifications and where specified, Hyatt’s pre-qualified vendor list.

The FF&E Manager is responsible to ensure that deviations from brand standards, product
specifications and / or approved pre-qualified vendors are reported to Corporate Technical Services
and where deemed appropriate, non-compliance approval is obtained.

These components include, but are not limited to;

• Furniture and Fixtures for all Hotel areas

• Artwork
• Interior Signage & Logo Design
• Exterior Signage
• Laundry Equipment
• Kitchen Equipment
• Communications Equipment
- Audio & Visual Equipment
- Computer Equipment
- Telephone Equipment

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 • Operating Equipment
- Chinaware
- Glassware
- Silverware
- Linen
- Uniforms
- Office Furniture & Equipment
- Material Handling Trucks
- Cleaning Equipment
- F&B Special Equipment
- Shelving & Lockers
- Vehicles
- Banquet Equipment
- Recreational Equipment
- Minor Electrical Equipment
- Kitchen & Stewarding Utensils
- Dining Room Accessories
- Engineering & Landscaping Tools
- Guestroom & Housekeeping Accessories
• Back of House layouts and Employee Facilities

Furniture, Fixtures & Equipment (FF&E):

The FF&E Manager is responsible for the execution and compliance of Hyatt Hotels Corporation’s
Furniture, Fixtures and Equipment (FF&E) standards as detailed / specified in the Design
Recommendations and Minimum Standards (DRMS), Engineering Recommendations and Minimum
Standards (ERMS), Brand Standards, Product Specifications and Hyatt International Technical
Services Agreement.

This includes:

Familiarization with all FF&E Source Specifications and related coordination documents

Assist with the maintenance of correct and updated Specifications to accurately record the status of
the approved design intent

Provide assistance and support in the research of local and international marketplace

Coordinate operationally related works with FF&E requirements and installations

Review bidders’ technical specifications, shop drawings, and supporting documents to monitor
compliance with contract award conditions and or Hyatt’s Minimum Standards

Provide assistance in selection of FF&E items that require prototype approval prior to manufacture.
Assist with prototype inspection and report

Provide attendance, as required, for inspection at manufacturing facilities to determine compliance

with approved purchase contract documentation

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 Review generic Hotel Equipment Specification Book (HESB) listings and undertake key
coordination role in the selection, including operating equipment presentations of all final items.

Record all selected manufacturers names, model numbers and all necessary pre-ordering information.

Provide assistance with the co-ordination of the FF&E purchasing and overall project timetable.

Monitor progress of preceding works and conduct delivery program review and evaluation
techniques to advise Owner / Developer of delivery, installation / circulation requirements.

Assist with review of deliveries; conduct item and documentary checks to ensure deliveries are in
accordance with approved purchase contract documentation.

Coordinate inspection on all installed FF&E items and provide report on variances from approved
purchase contract documentation, deficiencies, and defects.

Assist in undertaking coordination role in establishing inventory recording system.

Ensure Owners and contractors / vendors awareness of supplementary and spare part requirements

Site Activities:

The FF&E Manager should conduct regular, as commensurate with level of activity, site visits,
record observations in the monthly project report, as well as circulate findings/ recommendations as
appropriate.

Attend regular site meetings with contractors, consultants, vendors, project management and
Owner’s representative for general coordination and project updates.

Act as liaison between site team and Hyatt International Technical Services Design and Engineering
Managers during their site visits.

Represent Hyatt International Technical Services during value engineering discussions and site
meetings and convey value suggestions presented by the contractors and Owners to the appropriate
Hyatt International Technical Services team member.

Provide key coordination of Mock-up (commensurate with appointment) and Prototype Room
Presentation. Coordinate inspection and issue Prototype Room report, detailing compliance with
Mock-up Room decisions.

Note:
The development of Interior Design, Mechanical-, Electrical- and Plumbing (MEP) Design, Lighting
Design and Landscape Design as well as the provision of detailed specifications is the responsibility
of the respective consultant, hired by the Owner.

The preparation of legal documents, licenses, permissions etc. is the responsibility of the Owner

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 Inspection, Handover and Testing & Commissioning:

Once the pre-handover inspection report has been completed by the various consultants, the FF&E
Manager will conduct a final inspection of each area prior to handover to the hotel operations. Refer
to Design Recommendations and Minimum Standards (DRMS) and Engineering Recommendations
and Minimum Standards (ERMS), Chapter ‘Project Completion’ for details.

Based on the construction timetable, submitted by the Owner’s project team, the FF&E Manager
will submit a tailored handover schedule, in accordance with the Design Recommendation and
Minimum Standards (DRMS) Chapter ‘Project Completion, indicating the sequence of area by area
handover to Operations.

The FF&E Manager will coordinate, with the operations Engineering Manger, the development of a
testing and commissioning schedule (based on contractors completion schedules) for areas such as
Kitchens, Laundry and MEP plant rooms.

Coordinate submission and handover of As-Built drawings, manuals, training documents and
preventative and annual maintenance contracts to hotel operations.

Financial:

Familiarization with project cost budgets, and expenditure approval processes.

Assist with preparation of FF&E bid documents and pre-qualifications of suitable bidders including
alternates to any nominated sources.

Assist with commercial analysis of submitted bids including unit prices, total costs, terms and
conditions, and after sales service.

Participate in Consultant’s revision to FF&E Specifications and co-ordinate Hyatt International

Technical Service’s approval of revised FF&E Specifications as necessary to ensure overall
compliance with approved budget.

Review, as they may arise, any Owner / Developer’s budgetary driven proposal, for changes to
approved design intent, extent of works or modifications and co-ordinate with Hyatt International
Technical Services for timely review and response.

Input all final FF&E / Operating Equipment information (unit cost, quantity and supplier
information) into Hyatt online cost database.

Handover all cost and supplier information to operations for re ordering.

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 Hotel Operating Team Coordination:

Briefing Hotel General Manager and Key Executives on project scope, design intent, operational
concepts and objectives.

Establish and maintain communication system to provide timely and on-going project status reports
to the Hotel General Manager.

Act as liaison between project team and Hotel management team

Establish jointly, with Divisional Specialists and/ or the Hotel General Manager, policies and
procedures to cover key joint responsibilities including:

- Selecting of Operating Equipment

- Compiling of telephone / data extension schedule
- Provision of signage copy content
- Provision of uniform requirements
- Inspection and defect listing of areas due for handover to operations

Provide the Owner with requirements for the operating team’s pre- opening office

Participate in Pre-Opening Workshop with operations team

Administration

Establish and maintain all General Office procedures to ensure the orderly performance of all
activities.

Prepare Monthly Project Status Report to cover; executive summary, timetable, design report, site
report, FF&E report, miscellaneous, photographic recordings, and issue to Owner / Representative,
and Hyatt’s Technical Services Corporate / Regional Offices and Pre-Opening Office.

Other Duties:

Carry out additional assignments and duties as may be requested from time to time by
Owner / Developer or Hyatt International Technical Services

To understand and strictly adhere to rules and regulations established in the Employee handbook and
the company’s policies concerning fire, hygiene, health and safety.

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