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Facilities Administrator
Responsibilities
1.Plan and implement administrative work flows, FM department policies and instruction from management
2.Determine and meet specific FM team member needs and requirements
3.Assist in FM daily operation. Preparing internal and external memo drafting and replying to emails on behalf of the Head of FM. Assuring timely delivery and distribution of correspondences.
4.Manage FM documentation from incoming and outgoing correspondences to contracts, specifically on the commercial aspect of the operation including invoices and payment
5.Create document control system for filing and archiving. Assures updated spreadsheets and filing for easy tracking.
6.Assure documents internal and external are available, scanned, filed in Shared Folder as soft copies and hardcopies
7.Create Oracle Requisition in Oracle System according to the needs of the department and allocate according to its budget. Generate Goods Received Notification for payment process.
8.Assist in tendering whenever required
9.Issue signed Contracts to Contractor. Prepare memo, scan along with the contract, send to contractor, file hard and soft copies
10.Monitor contract expiry of FM Service provider and assure 6 months before end of contract if contract will be extended or for tendering process
11.Prepare and update FM Contract list
12.Performance bond and insurances as contract requirements are submitted during the contract initial stage, Prepare memo, scan, send to Insurance Specialist , file hard and soft copies (Do not stamped Original Performance Bond)
13.Coordinate with the Finance Team to process payments related to external stakeholders.
14.Coordinate with interdepartmental requests and inquiries
15.Follow up with Finance and Account department for any urgent or advance payment, assist in cost allocation as per the operating budget and service charges.
16.Assist in monitoring and updating FM budget
17.Collecting monthly FM reports for review of the Head of FM Properties
18.Perform any other relevant task as directed by Head of FM and FM Engineers.
Required Qualifications
1.Bachelor degree in Business or any related field or equivalent
2.Minimum of 4 years experience in FM Industry
Min Experience:
4 Years
Salary :
AED 6000
Temp/Perm::
Permanent
Location :
Abu Dhabi
Posted Date:
May 6, 2025