Administrator-Facilities Management

We are currently recruiting for an Administrator-Facilities Management to join our Total Facilities Management team in our Headquarters, located in DAFZA, Dubai Airport Freezone.

Scope : Responsible for handling all day-to-day administrative tasks efficiently and providing overall support to the Facilities Management, Transguard Living, and Kitchen Maintenance Solutions for their successful operations and growth. To act as a focal point of contact between Operations and other support services. Accountable for ensuring the operational needs are met by following the organizational policies and procedures.

Financial

• Ensure the contracts are created and raised in the system for necessary approval and signoff on time.
• Constant follow up with stakeholders to manage the SLA.
• Handling of petty cash and reimbursement process on time along with monthly audit with petty cash float owners
• Processing monthly and Ad-hoc invoices efficiently and updating the status to ensure revenue flow.
• Monthly consolidation and reporting of Time & attendance.
• Handling and coordinating with support services and FM operations on fines, deductions etc.
• Asset management of FM assets like machinery, tools etc. to reconcile with Finance registry.

Customer

• Providing hands on support to FM operations in terms of payroll, transport, concept evolution quote creations, Store request, shifting notice, ICT support tickets, allowance linking, printing asset tags etc.
• Arranging required passes like JAFZA, Airside passes etc. for staff deployment.
• Handling vehicle requests for the operations and maintaining its record.
• Build and maintain relationship with Operations and internal stakeholders.
• Timely response and update to Operations and Senior team on monthly and Adhoc variation invoices.
• Coordinate with billing team and collection team on handing over checks, receipts etc.
• Raising invoices accurately to avoid credit notes and financial impact.

Process

• Reconcile monthly stock reports and liaise with Finance.
• Raising procurement query forms and purchase requests correctly and efficiently to support operations.
• Updating legal team with necessary purchase orders and contracts.
• Updating Salesforce for supporting weekly sales meeting and presentations.
• Raising monthly and Adhoc variation invoices on Oracle and client portals without any delays and errors.
• Managing an updated monthly tracker for credit notes, monthly and Adhoc variation invoices.
• Maintaining all necessary Pos / word orders, quotes, supporting docs related to the IFS billing in its relevant folder.
• Seeking necessarily follows up on credit note, invoice approvals etc.
• Creating NCAF (New customer approval form) in oracle as per the new mobilization and deployment.
• Creating rate master requests in oracles related to billing cycle for AMC and new contracts.

Innovation

• Proactively identify areas of improvements in managing day to day tasks.
• Provide continuous support to Admin manager and work closely with him/ her to identify areas of improvement.
• Manage additional tasks as per the business unit and organization demand.
• Review monthly invoice reports, unbilled revenue details and submit it to Senior Management.

Selection Criteria

• 2- 3 years of administration experience, preferably 1 year of FM industry experience
• Bachelor’s degree or equivalent to this
• Ability to handle operational pressure.
• Excellent written and spoken English.
• Proficiency in the MS Office suite and knowledge about CAFM
• Good aptitude for growth and the ability to learn new things quickly.