306 Administrative Services Coordinator jobs in Dubai

Job Description

· The Facilities Coordinator will provide administrative support to the Facilities Manager and the organization, manage office functions including: Work Order coordination, Security badge and access assignments, database management, daily office operations, coordination of budgeting/accounting systems, maintaining office records, and providing general support services for the divisional staff.

· The Facilities Coordinator, under the supervision of the Facilities Manager, will manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support

Essential Job Functions:

· Assist the operation manager on the day-to-day operations.

· Documented violation to inform HR for all facility issues related to employees

· CAFM implementation and regular coordination with the FM software vendor on teething problems in the implementation

· Generation of reports related to overdue jobs which could be due to materials procurement, manpower

· Preparation of MMR’s for FM AMC sites

· Calling up vendors for getting quotes/specifications related to specific ADHOC jobs

· Preparation/review of quotes/contracts/agreements

· Quotation approval follow ups with client and updates in the Quotation tracker

· Getting service reports/overtime details from site supervisors/technicians for the preparation of Weekly reports.

· Maintain strong working relationships with our vendors

· Review purchasing agreements with vendors and maintain open lines of communications with those vendors

· Follows HSE (Health, Safety and Environmental) procedure implemented by company rules and procedures

· Contract related communication with vendors.

· Cash Advance will be prepared by self for any ADHOC works whenever required with line approval from Management.

· WCR’s prepared and shared for invoicing purpose and recorded in the Tracker.

· Documenting processes and keeping maintenance records.

· Monitoring maintenance budget spending.

· Set up, maintain, and organize department's central files, information, filing, and messages.

· Drivers log in and time sheet everyday for all vehicles

Facilities Coordinator Requirements:

· Bachelor's or associate degree in project management, or similar.

· A completed course in facilities management will be advantageous.

· A minimum of 3-4 years of experience in facility coordination, project management, or real estate.

· Proficiency in Facilities Management (FM) software.

· Extensive experience in building and equipment maintenance.

· Advanced knowledge of maintenance planning and schedules.

· Ability to respond to building emergencies.

· In-depth knowledge of building safety regulations and security protocols.

· Proficiency in office software, such as Microsoft Word, Excel, and Outlook Express.

· Excellent organizational and communication skills.

· Has the ability to do multi task

Pay: AED4,000.00 - AED5,000.00 per month

Experience:

• FM Coordinator: 2 years (Preferred)
• CAFM Coordinator: 2 years (Preferred)
• Facilities management: 2 years (Preferred)

Work Location: In person