Facilities Management Administrator - Emirati Future Leaders

Inspire; Abu Dhabi; On-site; AED 70,000 - 90,000; Full time

Job summary

A leading company in Abu Dhabi is seeking an Administrative Officer to provide essential support to the Services Division. The successful candidate will handle various clerical duties, manage document control, and assist in financial reporting while ensuring departmental effectiveness. The role requires a bachelor's degree in Business Administration and relevant experience in a similar administrative role, particularly within the facility management sector.

Qualifications

• 2 years of experience as an Administrative Officer.
• Degree in Business Administration or relevant specialization.
• Knowledge of Workplace Health and Safety practices.

Responsibilities

• Provide general administration and personal assistance within the Services Department.
• Maintain filing systems and prepare financial reports.
• Assist in mobilization of new projects and support management tasks.

Skills

Workplace Health and Safety

Risk assessments

Document control

Education

Bachelor’s degree in Business Administration

FM Related certifications

Job description

Job Purpose

• To provide effective and efficient administrative, Secretarial and personal Assistance to the Services Division
• Be responsible in organizing and coordinating office operations and procedures in order to ensure departmental effectiveness and efficiency, maintaining office services, supervising office staff and maintaining office records.
• Reporting to the Services Manager.
• Perform general and clerical duties but not limited to: photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system
• Other duties as assigned.

Roles, Responsibilities, Duties

• Provide general administration and personal assistance required by Services Department
• Provide a full admin support to the team and department.
• Archive documents or files on behalf of the Team.
• Prepare the daily or weekly expenses report and ensure that accurate and timely expense reports are approved by Supervisors before lodging with Finance Department.
• Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for the online purchasing.
• Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents
• To develop and draft various reports (Weekly Reports, Monthly Reports) as required by the Facilities Manager and client.
• To chase suppliers for materials delivery and ensure it reaches the sites.
• To chase submitting of invoices through the supplier and DC and the supplier payment process through finance department.
• To seek approvals from the client for any additional works required in the sites as per the Facilities Manager requests.
• Provide general administration assistance for HR related issues for both Technical and Professional staff.
• Provide the required documents for the monthly PMS and maintain regularly in FSI.
• Arrange meetings, inductions, and associated tasks.
• Attend meetings and keep records of proceedings on behalf of the team.
• Assist the manager in making the reports or any clerical job particularly during the busy periods.
• Provide assistance to the Associate Director such as collecting and collating required information from all projects under his portfolio.
• Provide training and assistance to newly hired administrators.
• Provide assistance in the mobilization of new projects.
• Perform other related tasks deem required by the Services to support the Managers and team in the execution of their duties.
• Perform any other duties required to support the management team, activities and overall strategic directions and in order to ensure smooth flow of operation within the division.

Education & Qualification:

• Bachelor’s degree in Business Administration or relevant specialization
• FM Related certifications e.g. Facility Management Professional is preferable.

Experience and Skills:

• 2 years of experience working as an Administrative Officer
• Preference will be given to candidates with relevant FM Industry.
• Knowledge of Workplace Health and Safety (WH&S) practices and policies.
• Experience of safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.