Facilities Administrative Assistant

About the University

Established in 1951 and ranked in the top 1% of universities worldwide*, Australia's University of Wollongong is a global brand with international campuses in Dubai, Hong Kong and Malaysia.

University of Wollongong in Dubai (UOWD) offers over 40 internationally recognised bachelor's and master's degrees spanning 10 in-demand industry sectors. Our programs are accredited by CAA and KHDA in UAE, but also by AQF in Australia. All business programs of the University of Wollongong are accredited by The Association to Advance Collegiate Schools of Business (AACSB). In addition, individual programs in the School of Business are accredited by professional bodies including CFA, ACCA, CIPD, CIM, CILT.

The first internationally accredited Australian university in the UAE, we are the education gateway of choice for over 3,500 students, representing 100+ nationalities. Our global community of 152,000 alumni are pursuing career goals with respected blue-chip companies and industry giants such as 3M, ADCB, Adidas, Amazon, Deloitte, Emirates, FedEx, GE, IBM, Microsoft and Pepsico. Additionally, research reveals that 83%** of fresh graduates are employed within six months of graduation.

Life at UOWD is rooted in the continued pursuit of excellence through teaching, research and industry engagement, with the student experience at its heart. Our 200,000-square-foot campus at Dubai Knowledge Park features access to cutting-edge technologies and a mix of traditional and innovative learning spaces, all housed in a vibrant modern setting that promises to deliver an enriched learning experience for our students. Located strategically near the Palm and the Burj Khalifa, the University benefits from the huge investment and innovation opportunities the city is known for globally.

• QS World University Rankings 2024

**Data from the Graduate Destination Survey 2017 to 2021

Role Summary

UOWD is seeking a detail‑oriented and highly organised Facilities Admin Assistant to provide essential administrative and systems support to the Facilities Department. This role underpins service delivery, compliance, and asset management by ensuring accurate record‑keeping, effective service request coordination, and audit‑ready documentation.

This position is ideal for candidates with strong administrative discipline, experience using ticketing systems, and exposure to facilities, operations, or compliance environments.

Key Accountabilities

• Administer and manage facilities service requests through a ticketing system (ServiceNow or similar), ensuring accurate logging, tracking, and SLA follow‑up

• Maintain EHS documentation, registers, and records to support audits and compliance requirements

• Support asset management systems, ensuring records are accurate and up to date

• Coordinate administrative activities with internal stakeholders (Facilities, P&C, Procurement, Student Services) and external vendors or authorities

• Prepare meeting documentation, track actions, and support inspections and training activities

• Maintain vendor files, contracts, and facilities‑related documentation in line with UOWD policies

• Provide timely responses to facilities‑related queries from staff and follow up outstanding actions

Qualifications and Experience

Education:

• Diploma or bachelor's degree in business administration, Facilities, or related field preferred

Candidates must demonstrate:

• 2-4 years' experience in an administrative or operations support role, preferably within facilities, operations, or compliance environments

• Experience using ticketing or service management systems (ServiceNow highly desirable)

• Strong document control and record‑keeping skills

• High attention to detail with the ability to manage multiple service requests and priorities

• Confident stakeholder communication and customer service skills

• Proficiency in MS Office and digital systems

Desirable Experience:

• Exposure to EHS / HSE documentation or audit processes

• Experience supporting asset registers or facilities systems

• Experience in a campus‑based, institutional, or regulated environment

Core Competencies

• 
  Organised and methodical approach to work

• Strong service orientation and responsiveness

• Reliable follow‑through and task ownership

• Adaptable to systems, process changes, and operational demands

• Professional judgment when handling sensitive or compliance‑related information