Executive Assistant to Academic President

Educational Institute; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

An educational organization in Dubai is seeking an FM Coordinator to support the Facilities Management team. Responsibilities include coordinating maintenance tasks, managing vendors, and handling service requests. A diploma or bachelor's degree in Facilities Management or related field is required, along with 2–4 years of relevant experience. The ideal candidate will have strong organizational skills and proficiency in quotation management.

Qualifications

• 2–4 years of experience in a facilities coordination or administrative role.
• Experience in handling quotations, vendor interactions, and cost comparisons.
• Knowledge of building systems (HVAC, electrical, plumbing) is preferred.

Responsibilities

• Coordinate and schedule planned preventive maintenance.
• Prepare and evaluate quotations for facilities works.
• Manage purchase orders and service requests.
• Liaise with vendors and contractors for service delivery.

Skills

Strong organizational skills

Excellent communication

Proficiency in quotation management

Attention to detail

Education

Diploma or Bachelor's degree in Facilities Management

Tools

CAFM/CMMS systems

Job description

Overview

The FM Coordinator is responsible for supporting the daily operations of the Facilities Management team, ensuring all building services are maintained effectively and efficiently. This role involves coordinating maintenance tasks, handling service requests, managing vendors, and playing a key role in the preparation, review, and comparison of quotations for facilities-related work and purchases.

Key Responsibilities:

• Coordinate and schedule planned preventive maintenance (PPM) and reactive maintenance tasks.
• Prepare, request, and evaluate quotations for facilities works, repairs, and service contracts.
• Compare supplier quotes and assist in selecting the most cost-effective and compliant options.
• Manage and update purchase orders, service requests, and maintenance records.
• Liaise with vendors, contractors, and suppliers to ensure timely and high-quality service delivery.
• Respond to internal facilities helpdesk tickets and ensure issues are resolved within defined SLAs.
• Monitor and manage budgets related to maintenance and operational costs.
• Assist with invoicing, procurement documentation, and approval workflows.
• Support office moves, space planning, and workplace service requirements.
• Ensure compliance with health, safety, and building regulations.
• Conduct routine inspections and report on facility condition and contractor performance.

Key Skills and Competencies:

• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication and interpersonal skills.
• Proficiency in quotation management, vendor comparison, and procurement processes.
• Working knowledge of CAFM/CMMS systems (preferred but not required).
• Basic understanding of building systems (HVAC, electrical, plumbing).
• Attention to detail with a proactive and problem-solving mindset.
• Familiarity with workplace health and safety standards.

Qualifications & Experience:

• Diploma or Bachelor's degree in Facilities Management, Business Administration, or related field.
• 2–4 years of experience in a facilities coordination or administrative role.
• Demonstrated experience in handling quotations, vendor interactions, and cost comparisons.
• Previous experience in an office, corporate, or industrial facility environment preferred.