Admin and Facilities Manager

SAS- TALENT; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading UAE facilities management company seeks a highly organized Admin & Facilities Manager in Dubai. This role involves overseeing administrative operations, procurement, and facilities management. The ideal candidate should have a Bachelor's degree, relevant certifications, and 8–12 years of experience within UAE. Responsibilities include ensuring operational efficiency, compliance with local regulations, vendor management, and sustainability initiatives. Competitive compensation offered in a dynamic work environment.

Benefits

Competitive salary

Health insurance

Opportunities for professional development

Qualifications

• 8–12 years of experience in facilities and administration management within UAE.
• Strong knowledge of Dubai Municipality, Civil Defense, and free zone regulations.
• Experience managing multi-floor or multi-site operations is an advantage.

Responsibilities

• Oversee daily administrative operations ensuring compliance with internal policies.
• Implement structured procurement policies and lead vendor sourcing.
• Manage day-to-day operations of office premises to ensure business continuity.
• Plan and manage office fit-outs, renovations, and space reconfigurations.
• Ensure compliance with UAE HSE regulations and maintain fire safety systems.
• Monitor utility consumption and promote energy-saving initiatives.

Skills

Organization skills

Governance knowledge

Vendor management

Procurement expertise

Facilities management

Compliance understanding

Health and safety knowledge

Education

Bachelor’s degree in Business Administration or related field

Professional certifications (IFMA, BIFM, NEBOSH, CIPS)

Tools

ERP systems

Facilities management systems

Job description

We are seeking a highly organized and governance-driven Admin & Facilities Manager to oversee administrative operations, procurement controls, and comprehensive facilities management functions in Dubai. The role will ensure operational efficiency, regulatory compliance, structured procurement practices, and optimal management of company premises in alignment with corporate governance standards and UAE regulations.

Key Responsibilities

Administration & Corporate Governance

• Oversee daily administrative operations ensuring compliance with internal policies and governance standards.
• Develop, implement, and periodically review administrative policies, SOPs, and internal control procedures.
• Ensure proper documentation, record retention, and audit readiness.
• Maintain statutory records, trade licenses, tenancy contracts, and regulatory approvals.
• Liaise with government authorities and regulatory bodies.
• Support internal and external audits and ensure adherence to compliance requirements.

Procurement & Contract Management

• Implement structured procurement policies and approval workflows.
• Lead vendor sourcing, tendering, evaluation, and contract negotiation.
• Manage SLAs and vendor KPIs.
• Maintain procurement documentation, contract registers, and vendor performance reviews.
• Ensure procurement compliance with budgets and delegated authority matrices.

Facilities Management

Operational Facilities Management

• Oversee day-to-day operations of office premises and company facilities to ensure uninterrupted business continuity.
• Ensure proper functioning of all building systems including HVAC, electrical, plumbing, lighting, fire protection systems, and access control.
• Develop and implement preventive and corrective maintenance schedules.
• Conduct regular site inspections and condition assessments to proactively identify risks and maintenance needs.
• Maintain a comprehensive asset register and lifecycle management plan for all facility-related equipment.

Hard & Soft Services Management

• Manage and supervise both hard services (MEP systems, infrastructure maintenance) and soft services (cleaning, security, landscaping, pest control).
• Monitor performance of facility service providers against contractual SLAs and KPIs.
• Ensure high standards of cleanliness, hygiene, and workplace comfort.
• Coordinate waste management and sustainability initiatives in line with Dubai Municipality guidelines.

Project & Fit-Out Management

• Plan and manage office fit-outs, renovations, relocations, and space reconfiguration projects.
• Coordinate with consultants, contractors, and landlords during design and execution phases.
• Ensure all fit-out works comply with Dubai Civil Defense, Municipality, and landlord regulations.
• Manage project budgets, timelines, and approvals.

Health, Safety & Regulatory Compliance

• Ensure compliance with UAE HSE regulations, Dubai Civil Defense requirements, and building codes.
• Conduct risk assessments and implement mitigation plans.
• Maintain fire safety systems, emergency lighting, and evacuation procedures.
• Coordinate emergency response planning, business continuity planning (BCP), and periodic drills.
• Ensure proper documentation for inspections and regulatory audits.

Energy & Sustainability Management

• Monitor utility consumption (electricity, water, air conditioning) and implement energy-saving initiatives.
• Promote sustainability practices and green building standards where applicable.
• Recommend cost-effective improvements to enhance facility efficiency.
• Prepare and manage facilities and administration budgets.
• Monitor operational and capital expenditure (OPEX & CAPEX).
• Provide monthly performance reports including cost analysis, maintenance performance, and vendor evaluation.
• Identify cost optimization opportunities while maintaining service quality.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Facilities Management, Engineering, or related field.
• Professional certifications (IFMA, BIFM, NEBOSH, CIPS) preferred.
• 8–12 years of experience in facilities and administration management within UAE.
• Strong knowledge of Dubai Municipality, Civil Defense, and free zone regulations.
• Experience managing multi-floor or multi-site operations is an advantage.
• Proficiency in ERP and facilities management systems (CAFM experience preferred)