Senior Administrator Facilities Management

Heriot-Watt University; Dubai; On-site; AED 120,000 - 150,000; Full time

Job summary

A leading educational institution in Dubai is seeking a Senior Administrator for Facilities Management. The role involves overseeing daily operations, coordinating events, and managing vendor relationships. Candidates should have a first degree and two years of relevant experience. Strong interpersonal skills and a proactive approach are essential. This is a full-time position offering the opportunity to contribute to the efficient running of campus facilities.

Qualifications

• Two years of experience in a building/property management environment.
• Ability to work flexibly in a dynamic and pressured environment.
• Demonstrable proactive approach to tasks.

Responsibilities

• Oversee operations of campus facilities.
• Lead planning and coordination of events.
• Manage vendor relationships and ensure quality service.

Skills

Interpersonal skills

Customer service

IT package competence

Education

First degree level education

Job 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, ensuring effective operation, compliance, and presentation of campus facilities while delivering high-quality administrative and logistical support for events. It balances internal and external space demands, maintains health and safety standards, and manages vendor relationships. The role also provides leadership to junior staff, fosters 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/organizational 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 organizational 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:

• 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

We are an equal opportunities employer and welcome applications from all suitably qualified persons.