Office And Facilities Administrator

ARENGY; Dubai; On-site; AED 112,000 - 179,000; Full time

Job summary

ARENGY is seeking an Office & Facilities Administrator to join our team in Dubai. This role combines office administration with facilities coordination, lease management, contractor supervision, maintenance follow‑up, and fit‑out support across UAE locations.

The successful candidate will coordinate day‑to‑day administration, maintain lease records, support fit‑out projects, obtain quotations, coordinate contractors and landlords, and conduct site visits to monitor progress and ensure safety and

Qualifications

• Experience in office administration or facilities coordination is required.
• Ability to review quotations, track costs and invoices against scope.
• Strong organizational and communication skills with vendors and landlords.

Responsibilities

• Coordinate day‑to‑day administration and operational needs of all office locations.
• Maintain lease records, renewals, service agreements, and approvals.
• Support office fit‑out, refurbishment, and contractor coordination.
• Obtain quotations and coordinate contractors, maintenance providers and landlords.
• Arrange site access, permits, insurance certificates, and building approvals.
• Conduct site visits to monitor fit‑out, repairs and refurbishment work.
• Track progress, resolve issues, and ensure timely corrective actions.
• Organize preventive and corrective maintenance and maintain service records.
• Monitor costs, invoices, and purchase requests; ensure work is completed before payment.
• Coordinate office moves and minimize disruption to employees.
• Ensure offices are safe, functional, presentable, and well equipped.
• Provide regular updates to management and internal stakeholders.

Skills

Organizational skills

Coordination

Communication skills

Multitasking

Vendor management

Attention to detail

English proficiency

Problem solving

Tools

Microsoft Office

Office management software

Job description

Job Description:

ARENGY is a Digital and Cybersecurity Consulting Company operating in the Middle East from Dubai. Our customers are the most successful industry leaders executing projects around the globe. We are partnering with a global leader in advanced technologies for aerospace, defence, security, and transportation looking for an Office & Facilities Administrator to join their team in Dubai.

Job Description

This is a predominantly administrative role, responsible for supporting the management of our client's office locations across the UAE. The position combines office administration with facilities coordination, lease management, contractor supervision, maintenance follow‑up, and fit‑out support.

The successful candidate will:

• Coordinate the day‑to‑day administration and operational requirements of all office locations.
• Maintain records relating to leases, renewals, tenancy or ownership, service agreements, approvals, access, and other important dates.
• Support office fit‑out, refurbishment, alteration, reinstatement, and improvement projects.
• Obtain and compare quotations and coordinate contractors, fit‑out companies, maintenance providers, landlords, and building management teams.
• Arrange site access and required documentation, including permits, access passes, insurance certificates, and building approvals.
• Conduct site visits to monitor fit‑out, repair, maintenance, and refurbishment work.
• Track work progress, identify outstanding issues, coordinate snagging, and ensure corrective actions are completed.
• Organize preventive and corrective maintenance and maintain accurate service and repair records.
• Monitor related costs, invoices, and purchase requests, confirming that work has been satisfactorily completed before payment processing.
• Coordinate office moves or operational changes while minimizing disruption to employees.
• Ensure each office remains safe, functional, presentable, properly equipped, and ready for daily operations.
• Provide regular updates to management and relevant internal stakeholders.

Required qualifications

• Previous experience in office administration, facilities coordination, office management, property administration, or a similar role.
• Experience working for or closely with a fit‑out, facilities management, construction, property management, maintenance, or office services company is strongly preferred.
• Practical understanding of office fit‑out, maintenance, refurbishment, snagging, and contractor coordination.
• Experience maintaining lease, renewal, vendor, property, or facilities documentation.
• Ability to review quotations, follow up on costs and invoices, and monitor work against the agreed scope and schedule.
• Comfortable conducting site visits and monitoring contractors across multiple office locations.
• Strong organizational, documentation, coordination, and follow‑up skills.
• Able to communicate effectively with landlords, contractors, suppliers, building management, employees, and senior stakeholders.
• Proactive, detail-oriented, and capable of managing several administrative and facilities‑related priorities simultaneously.
• Good English communication skills.
• Good working knowledge of standard office and administrative software.

Requirements: