Facilities Management Administrator - Emirati Future Leaders

800TEK; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

A leading company in Dubai is seeking a Recruitment Specialist to provide administrative support within the Services Division. The role involves organizing office operations, maintaining filing systems, and assisting with HR-related documentation. Candidates should have a Bachelor's degree in Business Administration and at least 2 years of relevant experience, preferably in the FM industry.

Qualifications

• At least 2 years of experience as an Administrative Officer.
• Preference for candidates with relevant FM industry experience.
• Experience with safe working practices and risk assessments.

Responsibilities

• Provide general administration and personal assistance required by the Services Department.
• Prepare daily or weekly expense reports.
• Manage invoice submissions and payment processes.

Skills

Knowledge of Workplace Health and Safety (WHS)

Risk assessments

Document control

Education

Bachelor’s degree in Business Administration

Facility Management Professional certification

Job description

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Recruitment Specialist | Talent Acquisition | HC | Onboarding

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 maintain office records.
• Reporting to the Services Manager.
• Perform general and clerical duties including photocopying, faxing, mailing, and filing.
• Maintain both hard copy and electronic filing systems.
• Other duties as assigned.

Roles, Responsibilities, Duties

• Provide general administration and personal assistance required by the Services Department.
• Support the team and department with comprehensive administrative support.
• 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 online purchasing, including RFQ, quotations, and purchase requisitions.
• Maintain a 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 delivery and ensure timely arrival at sites.
• Manage invoice submissions and payment processes through suppliers and the finance department.
• Seek client approvals for additional work at sites as requested by the Facilities Manager.
• Assist with HR-related documentation and issues for technical and professional staff.
• Maintain monthly PMS documents in FSI.
• Arrange meetings, inductions, and related tasks.
• Attend meetings and record proceedings on behalf of the team.
• Assist the manager with report preparation and clerical tasks during busy periods.
• Support the Associate Director by collecting and collating project information.
• Train and assist newly hired administrators.
• Assist in mobilizing new projects.
• Perform other related duties as required to support management and ensure smooth operations within the division.

Education & Qualification

• Bachelor’s degree in Business Administration or relevant field.
• FM-related certifications (e.g., Facility Management Professional) are preferable.

Experience and Skills

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

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative
• Oil and Gas, IT System Operations and Maintenance

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