FM Helpdesk Administrator

Confidential Company; Dubai; On-site; AED 60,000 - 100,000; Full time

Job summary

Confidential Company in Dubai is seeking an FM helpdesk coordinator to log, track and dispatch maintenance service requests for residential and commercial properties, ensuring timely follow-up and closure. You will manage CAFM/CMMS systems, liaise with tenants, FM supervisors and suppliers, and coordinate preventive and corrective maintenance, contract renewals, and move-in/move-out activities.

The role emphasizes procurement, documentation, reports, and strong MS Office skills to support smooth

Qualifications

• 1–2 years of experience in FM helpdesk or customer service.
• Familiarity with CAFM or CMMS software.
• Strong knowledge of facilities management and maintenance coordination.

Responsibilities

• Receive, log, coordinate and dispatch maintenance service requests and tenant complaints, ensuring timely follow-up and closure.
• Update and manage CAFM or ERP software platforms.
• Liaise with FM Supervisors, tenants and relevant departments for planned and corrective maintenance activities.
• Coordinate Preventive Planned Maintenance (PPM), corrective maintenance and contractor call-outs.
• Manage procurement activities including quotations, RFAs, LPOs and invoices.

Skills

FM helpdesk

Tenant coordination

Procurement & vendor mgmt

MS Office

Data management

Tools

CAFM/CMMS

Job description

Key Responsibilities

• Receive, log, coordinate and dispatch maintenance service requests and tenant complaints, ensuring timely follow-up and closure
• Update and manage CAFM or ERP software platforms
• Liaise with FM Supervisors, tenants and relevant departments for planned and corrective maintenance activities
• Coordinate Preventive Planned Maintenance (PPM), corrective maintenance and contractor call-outs, ensuring timely completion
• Manage procurement activities including obtaining comparative quotations, preparing RFAs, securing approvals, raising and closing LPOs
• Coordinate with external contractors and suppliers for Annual Maintenance Contracts (AMC), service agreements and contract renewals
• Coordinate tenant move-in and move-out activities for residential and commercial properties in consultation with the Leasing Department
• Maintain and update databases for contracts, subcontractors, preferred suppliers, market prices, purchase orders and maintenance records
• Monitor spare parts and stock levels, ensuring minimum maximum stock requirements are maintained and materials are available as required
• Receive and process supplier/contractor invoices in coordination with the Finance Department and ensure proper supporting documentation
• Assist in coordinating subcontractors, suppliers, material deliveries and other maintenance-related activities
• Prepare operational reports, provide information for audits and maintain accurate records and documentation
• Perform general administrative duties including data entry, filing, document control, correspondence, meeting arrangements and maintaining calendars
• Attend routine operations meetings, prepare and distribute meeting minutes and follow up on assigned action points
• Maintain relevant HR and team records, office supplies and stationery, ensuring smooth day-to-day administrative operations
• Perform any other duties and responsibilities assigned by the Manager/Superiors in support of efficient Facilities Management operations

Requirements

• 1 to 2 years of experience in an FM helpdesk or customer service role.
• Familiarity with CAFM or CMMS software.
• Strong knowledge of Facilities Management, maintenance coordination and service request management.
• Good procurement and vendor management skills, including quotations, RFAs, LPOs and invoice processing.
• Excellent coordination and communication skills with tenants, contractors, suppliers and internal departments.
• Proficient in MS Office, data management, reporting and documentation control.
• Strong organizational, time-management and multitasking skills, with the ability to prioritize urgent maintenance requirements.
• Good problem-solving, follow-up and record-keeping skills, with attention to accuracy and detail.