FM Administrator

Job Description

• Administrative & Documentation Support
• Provide comprehensive administrative support to the FM team.
• Manage correspondence, documentation, filing systems, and facility-related records.
• Maintain up-to-date records of FM contracts, maintenance schedules, permits, and compliance documents.
• Update Job Descriptions and Organization Charts as required.
• Assist in the creation of Purchase Requests (PRs) and track invoice submission and purchase order status.
• Reporting & Data Management
• Collaborate and review department KPIs, preparing quarterly reports for the Section Head.
• Prepare daily, weekly, monthly, and quarterly reports on FM operations, activities, and performance.
• Analyze operational data to identify trends and recommend improvements.
• Prepare work progress presentations summarizing related FM activities.
• Support the team in audit preparation and compliance documentation.
• Task & Work Order Coordination
• Coordinate with contractors, service providers, and vendors to ensure timely completion of preventive and corrective maintenance activities.
• Track and monitor the progress of all active FM activities on a daily basis.
• Follow up with service providers/vendors for collection of monthly reports and validation of supporting documents.
• Record minutes of meetings, track progress, and schedule meetings in line with contractual and ad-hoc requirements.
• Procurement & Inventory Control
• Assist with procurement by preparing PRs and liaising with vendors.
• Ensure accurate and updated inventory records for materials and consumables.
• Support the Quality & Support section with the implementation of new systems and procedures.
• Compliance & Regulatory Support
• Track regulatory compliance records and notify the team prior to expiry of certifications.
• Ensure all FM activities comply with internal policies and external regulatory requirements.
• Support in drafting SLAs, KPIs, and maintaining compliance documents.
• Stakeholder Communication & Coordination
• Communicate effectively with internal departments, business units, vendors, and contractors.
• Serve as a liaison between FM, contractors, and other departments.
• Respond promptly to inquiries and requests related to FM operations.
• Collaborate with cross-functional teams to support overall business objectives.
• Continuous Improvement & Industry Best Practices
• Keep updated with industry trends in Facilities Management.
• Recommend and implement best practices to improve efficiency and service quality.
• Contribute to cost optimization and process improvement initiatives.
  
  

About Us

Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally.

With a dedicated, diverse and professional team of more than 115,000 employees from 160 nationalities, spanning 78 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future.

We’re rapidly transforming and integrating our businesses -- Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades.

What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimizing disruptions from the factory floor to the customer’s door.

DP World is on a mission to transcend boundaries and bridge the gap between all nations and cultures – not just in what we do but also in how we behave.

We are dedicated to creating a culture where everyone feels respected, supported, and empowered to reach their full potential. We believe that embracing inclusion and diversity, drives innovation and growth and helps us connect people, businesses, and societies. Free minds and different perspectives are changing our world, and together we can change what’s possible.

WE MAKE TRADE FLOW