istant Manager - Facilities Admin

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Al-Futtaim

Abu Dhabi

AED 120,000 - 200,000

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Job description

Manage the day-to-day operations of office services to ensure that the organization’s current and future administrative & facilities management needs are met efficiently, reliably, and economically. These activities may include office supplies, equipment, and inventory; administrative assistance; mail, distribution, records management, cleaning, gardening, uniform management, and maintenance services; cafeteria and recreation services; facilities management.
Liaise with functional or operational managers to ensure that administrative and facility management processes, programs, and activities are appropriate for their current and future business needs.
Plan, prioritize, and manage maintenance activities and upgrades to equipment, facilities, and systems to minimize disruptions to business activities and effective use of organization’s resources.
Supervise facilities maintenance, including space repairs, cleanliness, and security.
Collaborate with relevant stakeholders to ensure compliance with safety and health regulations.
Manage relationships with external service providers, contractors, and vendors for facility-related services.
Verify business trips invoices and release payments, and manage utilities bills.
Manage the process of obtaining the required building in and out permissions as per the guidelines.
Ensure parking slots are distributed to the business as per guidelines for Group HR.
Maintain a complete and organized archive of administration and facilities-related documents.
Assist in the development and monitoring of the administrative and facilities budget.
Identify cost-saving opportunities without compromising on quality and service standards.
Track expenses, prepare reports, provide regular updates to the management team, and manage LPO activities and cost center allocations.
Implement and optimize administrative processes to enhance efficiency and productivity.
Handle office supply management, liaising with the Admin Executive, vendor relationships, and procurement activities.
Supervise the management, maintenance, and scheduling of company vehicles and ensure compliance with vehicle safety standards and regulations.
Coordinate with drivers and monitor fuel consumption, vehicle traffic fines, Salik, and maintenance records.