Admin Officer (Facility Management background)

Job Purpose

To provide administrative and support services for the facility management operations, ensuring smooth office functions, efficient vendor and service-contract coordination, and compliance with company policies and local regulations.

Key Responsibilities

• Manage day-to-day office administration: maintaining supplies, managing meeting/room bookings, handling mail, organizing travel/accommodation for staff.
• Coordinate with facility services and vendors (e.g., cleaning, security, maintenance, landscaping) to ensure contracts are adhered to and services delivered to required levels.
• Maintain records of service contracts, purchase orders, invoices, vendor performance, and follow up on payments and discrepancies.
• Assist with procurement of administrative and facility supplies, ensuring cost effectiveness and compliance with company policy.
• Monitor and maintain inventory of office assets, furniture, equipment; track movements and dispositions.
• Support the facility team in monitoring service requests/work orders: logging, tracking, and ensuring timely resolution.
• Ensure compliance with relevant local legislation, health & safety standards and building/utility regulations as they affect facility operations.
• Assist with space management: maintain floor-plan/asset register; co-ordinate office moves, seating allocations, and workspace set-ups.
• Prepare regular reports and dashboards (e.g., vendor performance, service levels, cost metrics, admin KPIs) for review by management.
• Serve as contact point for internal departments with administrative/facility enquiries; liaise with other support functions (HR, IT, Finance).
• Perform ad-hoc administrative projects as requested (e.g., process improvements, policy updates, special office events).

Qualifications & Experience

• Bachelor’s degree in Business Administration, Facilities Management, Office Administration or related field preferred.
• Minimum of 2-5 years’ experience in an administrative or support role in a facility management, property, or corporate office environment in UAE/GCC preferred.
• Good knowledge of MS Office (Word, Excel, Outlook); familiarity with facility management software or vendor management systems is an advantage.
• Strong organisational, multitasking and time-management skills; attention to detail.
• Good verbal and written communication skills in English; Arabic language skills are a plus.
• Proven ability to work with vendors and external service providers, and coordinate cross-functional activities.
• Understanding of UAE labour law, procurement practices and office facilities operations is beneficial.
• Ability to adapt to changing priorities, handle confidential information and work effectively in a team.

Key Competencies

• Proactive and solution-oriented.
• Excellent interpersonal and stakeholder management skills.
• Strong organisational and documentation skills.
• Ability to prioritise tasks, work with minimal supervision and meet deadlines.
• Customer service mindset.
• Integrity, punctuality and reliability.

Working Conditions

• Office-based in Abu Dhabi with possible on-site visits to facility locations.
• Occasionally may require attendance outside normal hours or follow-up for service or vendor work.

Job Type: Full-time

Experience:

• Facility Management: 2 years (Required)