FM Administrative Coordinator

Makani; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading facilities management company in Abu Dhabi is seeking an experienced FM Administrative Coordinator to oversee the central coordination of Facility Management operations. The role involves providing administrative support, maintaining action trackers, and ensuring accurate documentation. The ideal candidate should have at least 7 years of experience in similar roles and be proficient in tools like Microsoft Excel and SAP. Strong attention to detail and good organizational skills are essential for success in this position.

Qualifications

• Minimum of 7 years’ experience in administrative or coordination roles.
• Prior exposure to Facilities Management or engineering environments is strongly preferred.
• Experience supporting technical teams through coordination and reporting.

Responsibilities

• Provide administrative support to Facility Management team.
• Maintain action trackers and document control systems.
• Compile reports and ensure timely updates of shared logs.

Skills

Attention to detail

Organizational skills

Communication skills

Data analysis

Education

Diploma or Bachelor’s degree in Business Administration or related discipline

Tools

Microsoft Excel

SAP

CAFM systems

Job description

Role Summary

The FM Administrative Coordinator serves as the central coordination and administrative control point for Facility Management operations across the portfolio. The role ensures that FM actions, documentation, financial tracking, and internal coordination are consistently recorded, monitored, and reported in line with approved procedures and instructions.

The position provides management with visibility and administrative control over FM activities and status updates, while technical execution and decision-making remain with FM engineers, managers, and contracted service providers, and supports structured coordination between FM, Finance, Procurement, and other internal stakeholders.

Key Responsibilities & Accountabilities

Administrative & Coordination Support

• Provide day-to-day administrative and coordination support to the Facility Management team as directed by the Regional FM Manager.
• Coordinate meetings, site visits, inspections, and internal discussions, including scheduling and preparation of basic agendas or notes when required.
• Maintain calendars, meeting schedules, and shared action lists to ensure follow-up and visibility.

Action Tracking & Status Monitoring

• Maintain action trackers for FM operations, inspections, and internal requests.
• Update action statuses based on inputs from engineers, vendors, and internal stakeholders.
• Share regular status updates with the FM Manager without independent escalation or decision-making.

Documentation & Records Control

• Prepare draft correspondence, memos, and administrative documents based on clear instructions.
• Maintain organized electronic and physical filing systems for FM documentation, approvals, and records.
• Ensure documents are accurately named, filed, and retrievable when required.

Financial & Procurement Administrative Support

• Support tracking of purchase requests (PRs), LPOs, quotations, invoices, and payment statuses in coordination with Finance and Procurement.
• Maintain financial trackers reflecting submission and approval status only, without commercial judgment or negotiation.
• Coordinate circulation and follow-up of FM-related documents as instructed.

Reporting & Data Support

• Compile reports, summaries, and trackers using Excel and Word as required.
• Support data entry and updates related to FM operations, assets, and administrative records.
• Ensure accuracy, consistency, and timely updates of shared logs and trackers.

Professional Conduct & Confidentiality

• Handle all information and documentation with professionalism and confidentiality.
• Adhere strictly to internal procedures, instructions, and reporting lines.
• Represent the Facility Management function in a professional and respectful manner in all communications.

Qualifications & Experience

Education

• Diploma or Bachelor’s degree in Business Administration, Management, or a related discipline preferred.

Experience

• Minimum of 7 years’ experience in administrative, coordination, or support roles.
• Prior exposure to Facilities Management, engineering, construction, or operational environments is strongly preferred.
• Experience supporting technical teams through coordination, documentation, and reporting activities.

Technical & Systems Knowledge

• Working knowledge of CAFM systems.
• Familiarity with SAP or similar enterprise systems.
• Strong proficiency in Microsoft Excel and Word, including trackers and basic reporting.
• Basic understanding of data analysis and reporting concepts.
• Exposure to Power BI dashboards or data visualization tools is an advantage.

Core Competencies

• High attention to detail and strong organizational discipline.
• Reliable, structured, and consistent in follow-up and task completion.
• Ability to manage multiple administrative priorities under direction.
• Clear written and verbal communication skills.
• Professional judgment in handling confidential information.
• Willingness to learn and adapt within a structured operational environment.