FM Helpdesk Contracts Administrator

Confidential Company; Dubai; On-site; AED 84,000 - 120,000; Full time

Job summary

Confidential Company in Dubai is seeking an experienced Facilities Management (FM) helpdesk/coordinator to manage maintenance requests, coordinate with tenants and contractors, and ensure timely follow-up and closure. You will use CAFM/CMMS systems, handle procurement activities including RFQs and LPOs, and maintain accurate records while supporting cross-functional teams, including Finance and Leasing.

The role requires strong organizational and communication skills and a proactive work

Qualifications

• 1–2 years of experience in FM helpdesk or customer service.
• Familiarity with CAFM/CMMS software.
• Strong knowledge of Facilities Management, maintenance coordination and service request management.
• Proficiency in MS Office, data management, reporting and documentation control.
• Excellent coordination and communication with tenants, contractors, suppliers and internal departments.
• Strong organizational, time-management and multitasking skills.
• Good problem-solving, follow-up and record-keeping skills.

Responsibilities

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

Skills

FM helpdesk

Customer service

CAFM/CMMS

Facilities management

Vendor management

MS Office

Data management

Communication

Record-keeping

Multitasking

Tools

CAFM/CMMS software

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

Experience and Skills

• 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.