Facilities Management Administrator - Emirati Future Leaders

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

Job summary

A leading company is seeking a Human Resources Specialist in Employee Relations to provide administrative support within the Services Division. The role involves organizing office operations, assisting with HR-related documentation, and ensuring efficient departmental functions. Candidates should hold a Bachelor's degree in Business Administration, with preferred FM industry experience and skills in workplace health and safety practices.

Qualifications

• Bachelor's degree in Business Administration or related field.
• FM-related certifications preferred.
• At least 2 years of experience as an Administrative Officer.

Responsibilities

• Provide general administration and personal assistance to the Services Department.
• Prepare expense reports ensuring timely approval.
• Coordinate data for RFQs and purchase requisitions.

Skills

Knowledge of Workplace Health and Safety practices

Organizational skills

Communication

Education

Bachelor’s degree in Business Administration

FM-related certifications

Job description

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Job Purpose

• To provide effective and efficient administrative, secretarial, and personal assistance to the Services Division.
• Organize and coordinate office operations and procedures to ensure departmental effectiveness and efficiency, maintain office services, supervise staff, and manage records.
• Report to the Services Manager.
• Perform general 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 to the Services Department.
• Support the team and department administratively.
• Archive documents and files for 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 RFQs, quotations, and purchase requisitions for online purchasing.
• Maintain a user-friendly and organized filing and document control system.
• Develop and draft reports such as weekly and monthly reports as required.
• Follow up with suppliers for material deliveries and ensure timely receipt at sites.
• Manage invoice submissions and payments through the supplier and finance departments.
• Seek client approvals for additional works as per Facilities Manager’s requests.
• Assist with HR-related documentation and processes for technical and professional staff.
• Maintain monthly PMS documents and records in FSI.
• Arrange meetings, inductions, and related tasks.
• Attend meetings and record proceedings.
• Support the manager with reports and clerical tasks during busy periods.
• Assist the Associate Director by collecting and collating project information.
• Train and support newly hired administrators.
• Assist in mobilizing new projects.
• Perform other related tasks to support management and ensure smooth operations within the division.

Education & Qualifications :

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

Experience and Skills :

• At least 2 years of experience as an Administrative Officer.
• Experience in the FM industry is a plus.
• Knowledge of Workplace Health and Safety 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
• Facilities Services

This job posting is active and available.

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