Facilities Management Coordinator

Job Summary:

The Facilities Management Admin is responsible for providing administrative and coordination support to the Facilities Management team. The role ensures accurate record-keeping, timely reporting, and smooth communication between staff, contractors, and internal departments.

Key Responsibilities:

Tracking & Reporting:

• Maintain PR (Purchase Request) and quotation trackers.

• Follow up on LPOs (Local Purchase Orders) and raise ERFs when required.

• Maintain ERF tracker and staff records, including resignations, idle, and quarantined staff.

• Maintain variable jobs tracker for ongoing and ad-hoc tasks.

• Maintain Soft Services/Housekeeping reports and housekeeping equipment maintenance tracker.

• Maintain and arrange monthly reports for management review.

• Update duty rosters monthly for MEP & Soft Services and submit to HR.

• Maintain staff annual leave, vacation records, and outsourced staff attendance.

• Maintain mobile credit details and coordinate with IT.

• Follow special services reports, such as pest control, water tanks, and other periodic services.

• Coordinate with Accounts for the Variable Job Completion Report and invoicing.

Administrative Support:

• Assist supervisors and staff with daily administrative requirements.

• Create permits to work for facility activities.

• Schedule pest control treatments (AMC & one-time services).

• Support staff training schedules and third-party certification tracking.

• Manage Outlook communications and correspondence related to facilities management.

Financial & Payroll Support:

• Support monthly payroll activities.

• Work on monthly invoicing

Qualifications:

• Diploma on Business Administration, or related field.

• 2–4 years of experience in facilities management or administrative coordination.

• Proficiency in MS Office; knowledge of Maximo or CMMS is an advantage.

• Excellent organizational, communication, and multitasking skills.

Key Competencies:

• Attention to detail and accuracy

• Coordination with multiple stakeholders

• Time management and follow-up skills

• Problem-solving and initiative

Please submit your application only if you MEET the requirements. Interested candidates may submit their CV, passport and visa copy citing their notice period and salary expectations to careers@duservefm.ae