Office & Facilities Administrator

Arengy; Dubai; On-site; AED 55,000 - 85,000; Full time

Job summary

ARENGY recherche un Administrateur Bureau et Facilities pour soutenir la gestion des locaux UAE. Vous coordonnerez l’administration quotidienne, gérerez les baux, les contrats et les travaux de fit-out, et superviserez les prestataires et les fournisseurs à travers plusieurs sites.

Le candidat idéal maîtrise les outils bureautiques standards, communique en anglais et peut voyager entre sites selon les besoins.

Qualifications

• Expérience en administration de bureau et coordination des installations.
• Compréhension pratique de la gestion des contrats et coordination des entrepreneurs.
• Capacité à suivre devis, coûts et le respect du périmètre et du planning.
• Aisance pour les visites de sites et le suivi des travaux sur plusieurs sites.
• Bonne maîtrise des outils bureautiques et communication en anglais.

Responsibilities

• Coordonner les exigences opérationnelles des emplacements de bureau.
• Maintenir les baux, renouvellements et accords avec les fournisseurs.
• Soutenir les projets de fit-out et de refurbishment.
• Obtenir et comparer des devis, coordonner entrepreneurs et gestionnaires.
• Organiser l’accès au site et la documentation nécessaire.
• Réaliser des visites de site et suivre les travaux.
• Suivre l’avancement, résoudre les problèmes et assurer les actions correctives.
• Gérer coûts, factures et demandes d’achat jusqu’au paiement.
• Organiser les déménagements et changements opérationnels.
• Veiller à la sécurité et à la fonctionnalité des bureaux.
• Fournir des mises à jour régulières à la direction.

Skills

Office administration

Facilities coordination

Lease management

Contractor supervision

Vendor management

Site visits

Tools

MS Office

Office 365

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.

Le poste :

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.

Profil recherché :

• 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.

Mandatory: Applicants must hold a valid UAE or GCC driver's licence and be able to travel between office locations when required. Applications from candidates without a valid UAE/GCC driving licence will not be considered.