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Facility Assistant - UAEN
Documentation & Compliance
- Manage petty cash related to dialysis operations and maintain accurate records.
- Assist in the creation, review, and implementation of facility-related policies, procedures, and workflows.
- Ensure compliance with all facility-related operational policies including waste management, laundry services, recycling, fire safety, and regulatory requirements.
- Maintain and update facility-related KPIs and reports.
- Prepare and submit facility documentation, reports, and trackers for management review.
- Source non-clinical suppliers and obtain quotations as required.
- Assist in preparing purchase requisitions through Oracle or designated procurement systems.
- Coordinate inventory replenishment and facility-related purchasing requirements.
- Support CAPEX submissions and approval processes for facility improvements and equipment purchases.
- Maintain service and preventive maintenance calendars to ensure timely completion.
- Coordinate with suppliers, contractors, and service providers for scheduled and urgent maintenance.
- Ensure timely renewal of vehicle registrations, permits, and other facility licenses.
- Serve as point of contact for assigned contractors and outsourced vendors.
- Monitor and ensure completion of facility action plans and maintenance reports.
- Liaise with accommodation owners regarding contracts, payments, maintenance, and utility bills.
- Ensure staff accommodation is efficiently managed and operational needs are met.
- Monitor cleanliness, maintenance standards, and budget controls for accommodation facilities.
- Coordinate procurement of accommodation equipment and furnishings with required approvals.
- Respond to general facility-related requests after working hours as required.
- Prepare refurbishment allowance requests and ensure approval processes are completed.
- Provide daily updates and operational reports to the Facilities Manager and Director of Facilities Management.
- Support homecare facility operations including transportation, accommodation, and related logistics.
- Attend facility meetings, committees, and operational projects as assigned.
- Provide departmental coverage during the absence of the Facilities Manager or Facilities Administrative Assistant.
- Perform additional duties as assigned by the Facilities Department leadership.
Documentation & Compliance
- Manage petty cash related to dialysis operations and maintain accurate records.
- Assist in the creation, review, and implementation of facility-related policies, procedures, and workflows.
- Ensure compliance with all facility-related operational policies including waste management, laundry services, recycling, fire safety, and regulatory requirements.
- Maintain and update facility-related KPIs and reports.
- Prepare and submit facility documentation, reports, and trackers for management review.
- Source non-clinical suppliers and obtain quotations as required.
- Assist in preparing purchase requisitions through Oracle or designated procurement systems.
- Coordinate inventory replenishment and facility-related purchasing requirements.
- Support CAPEX submissions and approval processes for facility improvements and equipment purchases.
- Maintain service and preventive maintenance calendars to ensure timely completion.
- Coordinate with suppliers, contractors, and service providers for scheduled and urgent maintenance.
- Ensure timely renewal of vehicle registrations, permits, and other facility licenses.
- Serve as point of contact for assigned contractors and outsourced vendors.
- Monitor and ensure completion of facility action plans and maintenance reports.
- Liaise with accommodation owners regarding contracts, payments, maintenance, and utility bills.
- Ensure staff accommodation is efficiently managed and operational needs are met.
- Monitor cleanliness, maintenance standards, and budget controls for accommodation facilities.
- Coordinate procurement of accommodation equipment and furnishings with required approvals.
- Respond to general facility-related requests after working hours as required.
- Prepare refurbishment allowance requests and ensure approval processes are completed.
- Provide daily updates and operational reports to the Facilities Manager and Director of Facilities Management.
- Support homecare facility operations including transportation, accommodation, and related logistics.
- Attend facility meetings, committees, and operational projects as assigned.
- Provide departmental coverage during the absence of the Facilities Manager or Facilities Administrative Assistant.
- Perform additional duties as assigned by the Facilities Department leadership.
8. QUALIFICATIONS, EDUCATION AND EXPERIENCE
ESSENTIAL
PREFERRED
Education
- Diploma or Bachelor’s degree in Facilities Management, Business Administration, or related field
- Facilities Management certification
Experience
- Minimum 0 –1 year of facilities coordination or administrative experience
- Strong organizational and documentation skills
- Proficiency in MS Office applications
- Experience in healthcare or long-term care settings
- Vendor and accommodation management experience
- CAPEX and budget management experience
Certification and Licensure
Job Specific Knowledge and Skills
- Strong understanding of facility operations and maintenance coordination
- Knowledge of safety regulations, waste management, and compliance standards Effective communication and vendor management skills
- Strong problem-solving and multitasking abilities
- Ability to manage multiple priorities and meet deadlines
- Financial administration skills including petty cash and budget tracking
- Flexibility for on-call operational support
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