Facility Administrator

Ali & Sons Contracting; United Arab Emirates; On-site; AED 120,000 - 160,000; Full time

Job summary

Ali & Sons Real Estate in Abu Dhabi is seeking an experienced Facilities Management Administrator to coordinate day-to-day FM operations, PO processing, and document control. You will support procurement, HR admin tasks, and ensure compliance with policies.

The role requires 3+ years in FM administration or operations coordination, proficiency in MS Office (Excel), and experience with CAFM/ERP systems such as Navision. Join a growing team serving premium properties across the region.

Qualifications

• Diploma or Bachelor's Degree in Business Administration or related discipline.
• Minimum 3 years' experience in Facilities Management Administration or Operations Coordination.
• Experience in Integrated Facilities Management (IFM).
• Knowledge of Procurement, Purchase Orders, Vendor Coordination, Invoice Processing, and Document Control.
• Exposure to basic HR administration (leave management, recruitment coordination, training records).
• Strong organizational, communication, time management, and stakeholder management skills.
• Advanced proficiency in MS Office, particularly Excel.
• Experience with CAFM and ERP systems (e.g., Navision) is an advantage.

Responsibilities

• Coordinate day-to-day FM administrative and operational activities.
• Process Purchase Orders, vendor quotations, contracts, invoices, and coordinate with Procurement and Finance.
• Maintain procurement records, documentation, and transaction logs.
• Coordinate employee leave, overtime, training, medicals, visa renewals, and recruitment requests.
• Maintain accurate filing, document control, SOPs, contracts, and archives.
• Prepare meeting minutes and follow up on action items.
• Coordinate with internal departments, tenants, suppliers, and service providers.
• Prepare operational reports and ensure compliance with company policies and procedures.

Skills

Organizational skills

Communication skills

Time management

Stakeholder management

HR administration basics

Education

Bachelor's or Diploma in Business Administration

Tools

MS Office

Excel

CAFM

Navision

ERP systems

Job description

• Coordinate day-to-day FM administrative and operational activities.
• Process Purchase Orders, vendor quotations, contracts, invoices, and coordinate with Procurement and Finance.
• Maintain procurement records, documentation, and transaction logs.
• Coordinate employee leave, overtime, training, medicals, visa renewals, and recruitment requests.
• Maintain accurate filing, document control, SOPs, contracts, and archives.
• Prepare meeting minutes and follow up on action items.
• Coordinate with internal departments, tenants, suppliers, and service providers.
• Prepare operational reports and ensure compliance with company policies and procedures.

Key Responsibilities

• Coordinate day-to-day FM administrative and operational activities.
• Process Purchase Orders, vendor quotations, contracts, invoices, and coordinate with Procurement and Finance.
• Maintain procurement records, documentation, and transaction logs.
• Coordinate employee leave, overtime, training, medicals, visa renewals, and recruitment requests.
• Maintain accurate filing, document control, SOPs, contracts, and archives.
• Prepare meeting minutes and follow up on action items.
• Coordinate with internal departments, tenants, suppliers, and service providers.
• Prepare operational reports and ensure compliance with company policies and procedures.

Requirements

• Diploma or Bachelor's Degree in Business Administration or a related discipline.
• Minimum 3 years' experience in Facilities Management Administration or Operations Coordination.
• Experience in Integrated Facilities Management (IFM).
• Knowledge of Procurement, Purchase Orders, Vendor Coordination, Invoice Processing, and Document Control.
• Exposure to basic HR administration (leave management, recruitment coordination, training records).
• Strong organizational, communication, time management, and stakeholder management skills.
• Advanced proficiency in MS Office, particularly Excel.
• Experience with CAFM and ERP systems (e.g., Navision) is an advantage.

About the Team

Based in Abu Dhabi, with expanded business in Dubai and North Emirates, Ali & Sons Real Estate is focused on property and asset management. Our team of experts work with our clients, helping them optimise property income in the most efficient and rewarding way.

Our real estate portfolio covers a vast range of premium properties throughout the region. Our goal here, as always, is to ensure our clients get the best possible service and that their properties are managed in the most professional and effective way possible.

Job Info

• Job Identification 3215
• Job Category Administrative & General Services