Senior Administrator Facilities Management

Heriot-Watt University; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading educational institution in Dubai is seeking a Senior Administrator for Facilities Management. The role entails overseeing day-to-day operations, ensuring compliance, and managing logistics for events on campus. Ideal candidates will hold a first degree and have two years of experience in property management. Strong interpersonal skills and IT proficiency are essential. This position plays a key role in creating a safe and effective environment for staff and students.

Qualifications

• Minimum of two years experience in property management.
• Experience in facilities management is essential.
• Competency in relevant IT packages required.

Responsibilities

• Oversee daily operations of campus facilities and ensure compliance.
• Manage facility bookings and coordinate event logistics.
• Foster relationships with vendors and stakeholders.

Skills

Interpersonal skills

Customer service

Time management

IT proficiency

Education

First degree level education

Job description

Description

Job Posting Title: Senior Administrator (Facilities Management)

Grade and Salary: G5

FTE and working pattern: Full time

Organisation Name: Estates & Facilities

Purpose of Role

Assists the Estates team in ensuring the smooth running of the campus, maintaining effective operation, compliance and presentation of campus facilities while delivering high‑quality administrative and logistical support for events. The role balances internal and external space demands, maintains health and safety standards and manages vendor relationships, providing leadership to junior staff and fostering collaboration with stakeholders. Ultimately it supports a safe, efficient and engaging environment for staff, students and external partners.

Summary of Key Duties and Responsibilities

Facilities Administration

Oversee day‑to‑day operations of campus facilities, ensuring safety compliance and efficient use of space.

Manage facility booking systems, allocate spaces and coordinate room scheduling to balance internal and external demands.

Liaise with maintenance, security and cleaning teams to ensure facilities are fully operational and well presented.

Monitor compliance with health, safety, environmental and accessibility regulations.

Maintain accurate records of space usage, service requests and vendor contracts.

Event Administration

Lead the planning, scheduling and coordination of internal and external events, conferences, workshops and staff activities.

Supervise event logistics including catering, audiovisual, signage and room setups.

Provide on‑site oversight for major events, ensuring smooth execution and immediate issue resolution.

Conduct post‑event evaluations and prepare reports to capture lessons learned.

Support promotion of facilities and event spaces for external revenue generation.

Leadership and Stakeholder Engagement

Act as the primary administrative contact for staff, students and external partners in relation to facilities and events.

Supervise and guide junior staff, interns and temporary event personnel.

Foster collaborative relationships with academic and professional services teams to align facilities support with organisational needs.

Manage vendor and supplier relationships, ensuring service quality and cost‑effectiveness.

Financial and Administrative Management

Assist in preparing and monitoring budgets for facilities and events.

Review invoices, track expenditures and support procurement processes.

Maintain records of contracts, service agreements and compliance certifications.

Provide regular reports on facilities performance, event outcomes and administrative metrics.

Education Qualifications & Experience

Essential

• Educated to first degree level
• Two years prior experience in a building / property management environment
• Experience of working within a similar environment as outlined above
• Competent in the use of relevant IT packages
• Well‑developed interpersonal skills
• Demonstrable professional and proactive approach
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service

The appointment is conditional upon successful completion of all Labour and Immigration formalities.