Facilities Team Coordinator

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

Job summary

A leading Facilities Management provider is seeking a Team Coordinator – FM in Dubai to oversee activities related to facilities management. The ideal candidate will ensure smooth operations by managing inquiries, supplier communication, and documentation. A Bachelor's degree in Facility Management or Business Administration and 2-3 years of relevant experience are essential. Strong interpersonal skills and the ability to strategize are key to success in this role.

Qualifications

• 2-3 years’ experience as a Facilities Coordinator or similar role.
• Strong knowledge of OA and Facility Management operations.

Responsibilities

• Organize and oversee activities of facilities management.
• Prepare and issue Local Purchase Orders and manage supplier communication.
• Handle incoming calls, emails, and inquiries.
• Manage complaints and elevate issues when necessary.
• Receive, process, and upload payable invoices.
• Process Fitout requests and manage documentation.
• Handle Move-In/Move-Out requests and verify documents.
• Manage parking card issuance and maintain the Parking Master List.
• Draft and distribute community notices post-approval.
• Update owner and tenant details in Mystrata/ADDA.
• Investigate and resolve tenant issues.
• Monitor and close operational issues raised by occupants.

Skills

Excellent communication

Interpersonal skills

Strategic thinking

Problem-solving abilities

Attention to detail

Education

Bachelors in Facility Management or Business Administration

Job description

Job Objective

Team Coordinator – FM will be responsible for organizing and overseeing the activities of the facilities management.

Roles and Responsibilities

• Prepare and issue Local Purchase Orders (LPOs), maintain trackers, and manage supplier communication.
• Handle incoming calls, emails, and in-person enquiries, serving as the first point of contact for tenants and owners.
• Manage complaints, enquiries, parking card requests, and elevate issues when necessary.
• Receive, process, and upload payable invoices after obtaining required approvals.
• Process Fitout requests, coordinate approvals, manage documentation, and maintain records.
• Handle Move-In/Move-Out and Access Permit requests, verify documents, obtain approvals, and update tracking reports.
• Manage parking card issuance, reactivation, configuration, and troubleshooting; maintain the Parking Master List.
• Draft, design, and distribute community notices via Mystrata/ADDA after approval.
• Update owner and tenant details in Mystrata/ADDA, including changes during transfers or weekly directory updates.
• Maintain records and issue access cards, VIP cards, and parking remotes; coordinate with Managers and Associate Director.
• Investigate and resolve resident/client/tenant issues, collaborating closely with FM, MEP, and Security teams.
• Monitor, follow up, and close operational issues raised by building occupants.
• Keep owner, tenant, and supplier information updated and send building notices as required.

Required experience:

• Bachelors in Facility Management or Business Administration or any related study.
• 2-3 years’ experience as a Facilities Coordinator or similar role with an Owners Association
• Management Company
• Strong knowledge of OA and Facility Management operations.
• Excellent communication, interpersonal skills, with the ability to build and maintain relationships with diverse stakeholders and clients.
• Strategic thinking and problem-solving abilities, with a keen eye for detail and a commitment to delivering unparalleled quality.