Administrator

Khansaheb Group; Dubai; On-site; AED 80,000 - 120,000; Full time

Job summary

Khansaheb Group in Dubai is seeking an experienced project administrator to coordinate and assist Tradesman and workers in maintenance tasks while managing essential project documentation. You will ensure timely scheduling and resource allocation, while supporting procurement activities and project logistics.

The ideal candidate should possess a Business Management degree and have at least 3 years of experience in an administration role, with strong knowledge of FM services and excellent communication skills.

Qualifications

• At least 3 years' experience in an Administration role.
• Good knowledge of all elements of FM services.
• Fluency in English and additional languages is a plus.

Responsibilities

• Coordinate and assist Tradesman/workers in site maintenance work.
• Manage project documentation and scheduling.
• Ensure proper communication among team members.
• Support project resource allocation and monitoring.
• Handle procurement and logistics for materials.

Skills

Project documentation management

Resource allocation

Scheduling

Procurement

Communication

Education

Business Management Studies Degree/Diploma

Tools

CAFM system

Job description

Role Purpose:

The job holder will be primarily responsible for coordinating & assisting Tradesman/workers for carrying out periodic site/maintenance work progress in all day-to-day activities, ensuring all technical works in accordance with specification and the project management manual. First line manager of staff from all disciplines employed on contracts.

Key Task and Responsibilities:

Administrative Support:

• Managing project documentation, including creation, storage, and distribution of documents.
• Preparing reports, presentations, and other documents for project meetings.
• Handling correspondence and scheduling meetings between the project team.

Scheduling and Coordination:

• Organizing and maintaining project schedules, ensuring that deadlines are tracked and met.
• Coordinating the activities of the project team and ensuring proper communication among members.
• Arranging logistics for project meetings, workshops, and travel, if necessary.

Documentation and Reporting:

• Ensuring proper documentation of all project-related activities, including meeting minutes, change logs, and risk registers.
• Assisting in the preparation and distribution of regular project status reports.

Resource Management:

• Supporting project resource allocation, ensuring that team members are assigned tasks according to their skills and availability.
• Monitoring the use of project resources and ensuring that they are properly accounted for.
• Project time keeping, Visa follow-ups and other HR related tasks.

Procurement:

• Raising material requisition for the project through the procurement system, following up with supplier for material delivery and booking of GRN’s.
• Updating the stock inventory using the CAFM system.

Experience, Knowledge and Skills:

• Business Management Studies Degree/Diploma.
• At least 3 years’ experience in an Administration role.
• Good Knowledge of all elements of FM services.
• Fluency in English and additional languages is a plus.