Facilities Management Administrator - Emirati Future Leaders

800TEK; United Arab Emirates; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading company in the UAE is seeking an Administrative Officer to provide comprehensive administrative support to the Services Division. The ideal candidate will be responsible for coordinating office operations, maintaining filing systems, and assisting with HR tasks. This role requires strong organizational skills and a background in business administration, along with experience in the facilities management industry. Join a dynamic team and contribute to ensuring departmental effectiveness and efficiency.

Qualifications

• At least 2 years of experience as an Administrative Officer.
• Experience in the FM industry is preferred.

Responsibilities

• Provide general administration and personal assistance required by the Services Department.
• Prepare daily or weekly expense reports, ensuring accuracy.
• Assist with HR-related administrative tasks for both technical and professional staff.

Skills

Knowledge of Workplace Health and Safety

Organizational Skills

Communication

Education

Bachelor's degree in Business Administration

Facility Management Professional Certification

Job description

Job Purpose

• To provide effective and efficient administrative, secretarial, and personal assistance to the Services Division.
• Be responsible for organizing and coordinating office operations and procedures to ensure departmental effectiveness and efficiency, maintain office services, supervise office staff, and keep office records.
• Report to the Services Manager.
• Perform general and clerical duties such as photocopying, faxing, mailing, and filing.
• Maintain both hard copy and electronic filing systems.
• Perform other duties as assigned.

Roles, Responsibilities, Duties

• Provide general administration and personal assistance required by the Services Department.
• Offer full administrative support to the team and department.
• Archive documents or files on behalf of the team.
• Prepare daily or weekly expense reports, ensuring accuracy and timely approval by Supervisors before submission to the Finance Department.
• Coordinate data and approvals for RFQ, quotations, and purchase requisitions related to online purchasing.
• Maintain a proper and user-friendly filing and document control system for recording and tracking all documents.
• Develop and draft various reports (weekly, monthly) as required by the Facilities Manager and clients.
• Follow up with suppliers for material deliveries and ensure timely receipt at sites.
• Manage invoice submissions through suppliers and the DC, and oversee the supplier payment process with the Finance Department.
• Seek client approvals for any additional work required at sites, as per the Facilities Manager’s requests.
• Assist with HR-related administrative tasks for both technical and professional staff.
• Prepare and maintain documents for the monthly PMS in FSI.
• Arrange meetings, inductions, and related activities.
• Attend meetings and record proceedings on behalf of the team.
• Assist the manager in preparing reports and performing clerical tasks during busy periods.
• Support the Associate Director by collecting and consolidating information from all projects under his portfolio.
• Train and assist newly hired administrators.
• Assist in mobilizing new projects.
• Perform other related tasks as required by the Services Division to support managers and the team, ensuring smooth operations.

Education & Qualification

• Bachelor's degree in Business Administration or a relevant field.
• FM-related certifications, such as Facility Management Professional, are preferable.

Experience and Skills

• At least 2 years of experience as an Administrative Officer.
• Experience in the FM industry is preferred.
• Knowledge of Workplace Health and Safety (WHS) practices and policies.
• Experience with safe work practices, risk assessments, method statements, permit-to-work systems, and water treatment management.