Administrator

We One; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

We One in United Arab Emirates (Dubai) is seeking a detail-oriented Facilities Management professional to monitor KPIs, maintain procedures, and support the implementation of new systems and quality initiatives. The role involves coordinating with internal teams, preparing reports, and managing SLA/KPI governance with vendors and service providers.

The ideal candidate will handle administrative tasks, track FM activities daily, and coordinate meetings to ensure contractual compliance.

Responsibilities

• Collaborate in the review and monitoring of departmental KPIs and prepare quarterly performance reports for the Section Head.
• Update and maintain departmental procedures and documentation in line with management requirements.
• Support the implementation of new systems, processes, and quality initiatives within the department.
• Provide administrative and coordination support to the section as required.
• Liaise with internal departments and business units to support projects and operational activities.
• Assist with additional tasks and assignments as directed by the Manager - Quality & Support.
• Monitor and track the progress of all active Facilities Management (FM) activities on a daily basis.
• Prepare weekly and monthly progress reports and presentations summarizing FM activities and performance.
• Plan, schedule, and coordinate meetings to ensure compliance with contractual obligations and ad hoc requirements.
• Record meeting minutes, track action items, and follow up on progress.
• Monitor FM contract status and support the development and review of Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
• Maintain regulatory compliance records and provide timely notifications regarding certification renewals and expirations.
• Assist in the preparation and processing of Quotations Requests (QRs) as required.
• Communicate effectively with vendors, contractors, service providers, and internal stakeholders.
• Follow up with service providers and vendors to obtain monthly reports and verify supporting documentation.
• Track FM-related invoice submissions and monitor Purchase Order (PO) status.
• Maintain accurate records and documentation related to facilities operations and activities.
• Coordinate the timely resolution of facilities-related issues and service requests.
• Collaborate with cross-functional teams to support departmental and organizational objectives.
• Stay informed about industry trends and best practices in facilities management and recommend improvements where applicable.
• Freshers may apply who has been graduated from UAE

Job description

Key Responsibilities

• Collaborate in the review and monitoring of departmental KPIs and prepare quarterly performance reports for the Section Head.
• Update and maintain departmental procedures and documentation in line with management requirements.
• Support the implementation of new systems, processes, and quality initiatives within the department.
• Provide administrative and coordination support to the section as required.
• Liaise with internal departments and business units to support projects and operational activities.
• Assist with additional tasks and assignments as directed by the Manager - Quality & Support.
• Monitor and track the progress of all active Facilities Management (FM) activities on a daily basis.
• Prepare weekly and monthly progress reports and presentations summarizing FM activities and performance.
• Plan, schedule, and coordinate meetings to ensure compliance with contractual obligations and ad hoc requirements.
• Record meeting minutes, track action items, and follow up on progress.
• Monitor FM contract status and support the development and review of Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
• Maintain regulatory compliance records and provide timely notifications regarding certification renewals and expirations.
• Assist in the preparation and processing of Quotations Requests (QRs) as required.
• Communicate effectively with vendors, contractors, service providers, and internal stakeholders.
• Follow up with service providers and vendors to obtain monthly reports and verify supporting documentation.
• Track FM-related invoice submissions and monitor Purchase Order (PO) status.
• Maintain accurate records and documentation related to facilities operations and activities.
• Coordinate the timely resolution of facilities-related issues and service requests.
• Collaborate with cross-functional teams to support departmental and organizational objectives.
• Stay informed about industry trends and best practices in facilities management and recommend improvements where applicable.
• Freshers may apply who has been graduated from UAE