Facilities Management Specialist - Emirati Future Leaders

Job Purpose

• To provide effective and efficient administrative, Secretarial and personal Assistance to the Services Division.
• Be responsible for organizing and coordinating office operations and procedures in order to ensure departmental effectiveness and efficiency, maintaining office services, supervising office staff, and maintaining office records.
• Reporting to the Services Manager.
• Perform general and clerical duties, but not limited to: photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Other duties as assigned.

Roles, Responsibilities, Duties

1. Provide general administration and personal assistance required by the Services Department.
2. Provide full admin support to the team and department.
3. Archive documents or files on behalf of the team.
4. Prepare daily or weekly expenses reports and ensure that accurate and timely expense reports are approved by supervisors before lodging with the Finance Department.
5. Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for online purchasing.
6. Maintain a proper and user-friendly filing and document control system for recording and tracking all documents.
7. Develop and draft various reports (Weekly Reports, Monthly Reports) as required by the Facilities Manager and client.
8. Chase suppliers for materials delivery and ensure it reaches the sites.
9. Chase submission of invoices through the supplier and DC and the supplier payment process through the finance department.
10. Seek approvals from the client for any additional works required at the sites as per the Facilities Manager's requests.
11. Provide general administration assistance for HR-related issues for both Technical and Professional staff.
12. Provide the required documents for the monthly PMS and maintain regularly in FSI.
13. Arrange meetings, inductions, and associated tasks.
14. Attend meetings and keep records of proceedings on behalf of the team.
15. Assist the manager in making reports or any clerical job, particularly during busy periods.
16. Provide assistance to the Associate Director, such as collecting and collating required information from all projects under his portfolio.
17. Provide training and assistance to newly hired administrators.
18. Provide assistance in the mobilization of new projects.
19. Perform other related tasks deemed necessary by the Services to support the managers and team in the execution of their duties.
20. Perform any other duties required to support the management team, activities, and overall strategic directions to ensure smooth operation within the division.

Education & Qualification:

• Bachelor’s degree in Business Administration or relevant specialization.
• FM related certifications, e.g., Facility Management Professional, are preferable.

Experience and Skills:

1. 2 years of experience working as an Administrative Officer.
2. Preference will be given to candidates with relevant FM Industry experience.
3. Knowledge of Workplace Health and Safety (WH&S) practices and policies.
4. Experience of safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.