facilities administrator

Gulf Overseas HR Consultancy

We are looking for a highly organized and experienced Facility Administrator to join our Facilities Management team in Qatar. The ideal candidate will handle day-to-day administrative operations, coordinate facility services, manage documentation, and ensure seamless support to the Facilities Management department. Applicants must have solid experience in FM administration and advanced skills in Microsoft Office. Candidates with SAP experience are strongly encouraged to apply.Key Responsibilities:<ul><li>Provide full administrative support for daily facility operations and FM activities.</li><li>Maintain accurate documentation, service records, maintenance logs, contracts, and reports.</li><li>Coordinate between internal teams, vendors, contractors, and service providers.</li><li>Prepare reports, meeting minutes, presentations, and correspondence.</li><li>Track and process purchase requests, material requests, invoices, and work orders.</li><li>Manage asset lists, maintenance schedules, and FM databases.</li><li>Perform SAP-related entries, tracking, and documentation (for SAP users).</li><li>Follow up on all pending tasks, service requests, and complaints to ensure closure.</li><li>Assist in audits, inspections, compliance documentation, and facility performance reporting.</li><li>Support front-desk operations and occupant/client communication when needed.</li></ul>Requirements:<ul><li>4&ndash;5 years of experience in Facilities Management administration (mandatory).</li><li>Advanced proficiency in Microsoft Excel, and strong skills in Word and PowerPoint.</li><li>SAP experience is a significant advantage.</li><li>Excellent communication, coordination, and multitasking abilities.</li><li>High level of attention to detail and organizational skills.</li><li>Ability to work in a fast-paced environment and meet deadlines.</li><li>Immediate joiner with a valid Qatar ID and NOC required.</li></ul>Job Type: Full-timePay: QAR4,500.00 per month

Facility Administrator

Emirates

<div>
 
 Job Purpose
 
 
 
 As an Administrator on the Facilities Projects team, this role will be responsible to review and provide comprehensive administration support required for coordinating department section functions and ensuring the smooth day to day operations of the department. This role is typically focused on the update and maintenance of administration databases and/or systems. Interaction with contacts within other departments is routine and usually uncomplicated. The use of a computer and applications is at a more advanced level and somewhat frequent.
 
 
 In this role, you will;
 
 
 <ul>
 <li>
 Ensure administrative work undertaken complies with quality standards and is in accordance with department procedures, standards and policy.
 </li>
 <li>
 Support the coordination of administration material, requests, mail and equipment on a daily basis and as required for department related activities and corporate events.
 </li>
 <li>
 Provide a comprehensive admin systems support service including data entry, maintenance, update and support of relevant databases and in house equipment. Record transactional data in appropriate systems and produce reports as required. Collate, analyse, archive and retrieve data / information when necessary.
 </li>
 <li>
 Handle customer/employee requests, actioning transactions and queries in a timely manner and actively seek feedback to provide a high level of service with admin related queries. Obtain and disseminate information from relevant sections if not available.
 </li>
 <li>
 Complete timely and accurate processing of transactions, including audit, checking and necessary reconciliation for settlement of bills pertaining to corporate expenses and charges, as well as issuing relevant documentation.
 </li>
 <li>
 Provide comprehensive support in maintaining, issuing and tracking supplies, basic fixtures, fittings, and facilities utilisation to ensure safe operation where applicable.
 </li>
 <li>
 Other activities may include:
 </li>
 <ul>
 <li>
 Conduct briefings and inductions/training as required for new joiners across grades 1-4.
 </li>
 <li>
 Compile induction material and equipment required (as well as maintenance) for briefings/training.
 </li>
 <li>
 Make suggestions for improvements and provide statistical and/or productivity analysis.
 </li>
 <li>
 Allocate tasks for staff and update staff /team on new procedure/processes.
 
 </li>
 </ul>
 </ul>
 Qualification
 
 
 To be considered for this role you must meet the below requirements;
 
 
 <ul>
 <li>
 A minimum of 12 years of schooling or equivalent with at least 1+ years of general administration experience
 </li>
 <li>
 Proven experience as an office administrator, office assistant or relevant role
 </li>
 <li>
 Outstanding communication and interpersonal abilities
 </li>
 <li>
 Excellent organizational skills
 </li>
 <li>
 Familiarity with office management procedures and basic admin principles
 </li>
 <li>
 Excellent knowledge of MS Office and office management software
 </li>
 <li>
 Proficiency in managing and analysing data.
 
 
 </li>
 </ul>
 At Emirates Group, we&rsquo;re committed to providing our employees with opportunities to grow and develop their careers. If you&rsquo;re looking for a challenging and rewarding opportunity, apply today and join our team
 
 
 Salary &amp; benefits
 
 
 Join us in Dubai and enjoy an attractive tax-free salary and travel benefits that are exclusive to our industry, including discounts on flights and hotel stays worldwide.
 
 
 Discover what it&rsquo;s like to live and work in our fast-paced, cosmopolitan home city by visiting the Dubai Lifestyle section on our career&rsquo;s website: www.emirates.com/careers.
</div>

Administrator - Facilities Projects

Seddiqi Holding

<div>
 
 Seddiqi Holding is a Family-owned and managed company with a unique, diversified portfolio of businesses and brands across numerous sectors. The business includes Ahmed Seddiqi, Seddiqi Properties, Swiss Watch Services and Mizzen.
 
 
 
 
 
 We are looking for a Facility Management Analyst who will play a crucial role in supporting the Facilities Management team by providing financial, operational, and analytical insights to optimize service delivery and cost efficiency. This role involves managing and analyzing FM-related data, tracking expenses and overseeing procurement documentation. The FM Analyst will support forecasting, budgeting, and reporting activities to drive informed decision-making and continuous improvement across the FM portfolio.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 
 <ul>
 <li>
 Assist in the preparation and monitoring of FM budgets including Capex/Opex spend for FM portfolio including properties and retail stores.
 </li>
 <li>
 Support the HOD &amp; Manager team in financial Modelling and forecasting exercises.
 </li>
 <li>
 Conduct detailed expense analysis and budget variance reporting on monthly and quarterly basis to identify trends and anomalies.
 </li>
 <li>
 Monitor actual financial performance against budgeted figures and highlight significant variances.
 </li>
 <li>
 Reallocate budgetary resources from underutilized accounts to cover exceeded expenses, subject to approval.
 </li>
 <li>
 Review monthly capital expenditure reports and control special repairs and maintenance budgets.
 </li>
 <li>
 Identify cost savings opportunities based on recurring expenses and propose strategies for improving operational efficiency.
 </li>
 <li>
 Analysing data will be a key requirement for this role.
 </li>
 <li>
 Propose corrective actions and strategies to improve financial performance and operational efficiency.
 </li>
 <li>
 Investigate the causes of variances and provide analysis to management for decision-making purposes.
 </li>
 <li>
 Collaborate with the FM engineering team to ensure accurate and timely financial reporting.
 </li>
 <li>
 Prepare and consolidate financial, management, and procurement reports for internal stakeholders.
 </li>
 <li>
 Maintain and monitor the asset list (Capex expenses) for each property.
 </li>
 <li>
 Track regular and ad-hoc facility expenses, including insurance cases, ensuring budget compliance.
 </li>
 <li>
 Lead the master data consolidation project for utilities and streamline payment tracking.
 </li>
 <li>
 Work closely with the procurement team to manage POs, GRNs, and vendor documentation.
 </li>
 <li>
 Conduct vendor meetings to monitor pending POs and payments.
 </li>
 <li>
 Verify that accounting teams apply correct expense codes and that expenses align with budget allocations.
 </li>
 <li>
 Oversee procurement activities across FM portfolios, ensuring timely execution and accurate documentation and reporting for PRs/POs, contracts and invoices.
 </li>
 <li>
 Ensure all the AMC Contracts &amp; Other high value expenses are based on the approved internal DOA structure.
 </li>
 <li>
 Implement technology-driven solutions to track procurement trends and consolidate spend data.
 </li>
 <li>
 Preparation of graphs &amp; analysis report on expenses, utility bills etc.
 </li>
 <li>
 Work on the Smartsheet, SAP, ARIBA and CAFM software to track work orders and extract the maintenance history of each Property to generate financial dashboards.
 </li>
 </ul>
 
 
 
 
 
 About You:
 
 
 <ul>
 <li>
 3-5 years job related experience and overall 4+ years&rsquo; experience working in a fast-paced environment in facility management as Administrator or similar role.
 </li>
 <li>
 Bachelor Degree in Commerce / Accounts or equivalent with a strong knowledge of Financial Management.
 </li>
 <li>
 Experience working on any CAFM system like FSI, Maximo or any maintenance ticketing system
 </li>
 <li>
 Excellent analytical and problem-solving skills.
 </li>
 </ul>
 
 
 
 
 If you are ready for your next challenge, Apply Now!
 
</div>

Facility Management Analyst

Flowserve

<div>Company Overview:
If a culture of excellence, innovation and ownership is what you&rsquo;re searching for, consider putting your experience in motion at Flowserve. As an individual contributor, or as a leader of people, your enterprise mindset will ensure Flowserve&rsquo;s position as the global standard in comprehensive flow control solutions. Here, your opportunity for professional development and industry leading rewards will be supported by our foundational commitments to the values of people first, integrity and safety. Thinking beyond opportunity and reward, at Flowserve, we are inspired by working together to create extraordinary flow control solutions to make the world better for everyone!
Role description
The Facilities administrator will lead all aspects of Health, Safety, and Environmental (HSE) operations, facility maintenance, space management, vendor coordination, IT and administrative services for the site. This role ensures a safe, compliant, and efficient workplace aligned with Flowserve&rsquo;s global safety culture and operational standards.
Responsibilities:
<div><ul><li>Health, Safety &amp; Environmental (HSE) Management</li></ul>
</div><ul><li>Lead and coordinate all environmental, health, and safety initiatives to ensure full compliance with Flowserve and regulatory standards.</li>
<li>Drive a proactive safety culture through strong leadership, communication, and motivation of the site safety committee.</li>
<li>Conduct incident investigations, identify root causes, and implement effective corrective and preventive actions.</li>
<li>Develop, coordinate, and deliver safety training programs for employees, including induction, refresher, and emergency preparedness sessions.</li>
<li>Maintain accurate documentation for all workplace incidents, inspections, and audits; analyse data to support continuous improvement.</li>
<li>Support leadership and employees in achieving company HSE goals</li>
</ul><div><ul><li>Facility Management</li></ul>
</div><ul><li>Oversee building systems, including HVAC, electrical, plumbing, BMS, fire safety, and related infrastructure.</li>
<li>Prepare and manage the facilities operating budget; forecast expenditures and track cost performance.</li>
<li>Develop and execute preventive maintenance schedules and ensure timely renewal of all facility-related AMCs.</li>
<li>Implement and monitor safety policies and emergency response procedures within the facility.</li>
<li>Plan and oversee office layout modifications, expansions, and workstation fit-outs.</li>
</ul><div><ul><li>IT Asset Management Support</li></ul>
</div><ul><li>Manage IT asset inventory, procurement, and vendor relationships for hardware and software.</li>
<li>Coordinate with IT teams to support network, server, and infrastructure maintenance.</li>
<li>Oversee troubleshooting and resolution of PC and hardware issues along with the IT support.</li>
<li>Manage IT budgets, asset depreciation, and audit readiness for compliance.</li>
</ul><div><ul><li>Administration &amp; Office Management</li></ul>
</div><ul><li>Prepare high-quality reports, documents, and presentations using MS Office and data tools.</li>
<li>Coordinate with business leaders, suppliers, and service providers to ensure operational milestones are achieved.</li>
<li>Maintain accurate facility and compliance documentation, renewals, and statutory records</li>
<li>Provide administrative support for audits, vendor reviews, and employee engagement events.</li>
</ul><div><ul><li>Vendor &amp; Contract Management</li></ul>
</div><ul><li>Source, negotiate, and manage service contracts for facility maintenance, cleaning, catering, and security.</li>
<li>Monitor vendor performance against SLAs and ensure adherence to safety and service standards.</li>
<li>Identify and implement cost-optimization opportunities without compromising quality.</li>
<li>Oversee procurement for all facility-related services and monitor vendor payments in coordination with Finance.</li>
</ul><div><ul><li>Employee Engagement</li></ul>
</div><ul><li>Serve as the primary point of contact for facility-related queries and employee concerns.</li>
<li>Coordinate internal events, celebrations, and engagement initiatives within approved budgets and calendars.</li>
<li>Foster a positive and inclusive workplace culture consistent with Flowserve values.</li>
</ul>Requirement:
<ul><li>Bachelor&rsquo;s degree in Engineering, Facilities Management, or a related field.</li>
<li>Postgraduate qualification in HSE Management, Industrial Safety, MBA is added advantage.</li>
<li>Minimum 10+ years of progressive experience in facility operations within a manufacturing, engineering or corporate setup.</li>
<li>Proven record of managing multi-disciplinary facility operations.</li>
<li>Familiarity with building maintenance systems (HVAC, electrical, plumbing, etc.)</li>
<li>Experience in vendor management, preventive maintenance, and IT asset coordination.</li>
<li>Expert knowledge of HSE legislation and standards.</li>
<li>Experience managing large office spaces.</li>
<li>Strong interpersonal, leadership, and stakeholder management skills.</li>
<li>Proficiency in MS Office, facility management systems, and data analysis tools.</li>
<li>Excellent problem-solving and decision-making capabilities.</li>
<li>Strong communication skills with vendors across different regions and ability to engage cross-functional teams.</li>
</ul>Essential Knowledge, Skills, and Abilities:
Language Skills
Ability to read, analyze, and interpret financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Reasoning Ability
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Flowserve is a world-leading manufacturer and aftermarket service provider of comprehensive flow control systems. Join a company whose people are committed to building a more sustainable future to make the world better for everyone. With 16,000+ employees in 50+ countries, we combine our global reach with local presence. Our team challenges themselves to approach each situation with ingenuity and creativity to help provide our customers with the most innovative flow control products and services. We support 10,000+ customers worldwide, creating products to meet the needs of our customers who are supplying energy, fresh water, pharmaceuticals and other essentials to consumers, businesses and governments globally. We invite you to put your talents and career in motion at Flowserve.
Req ID : R-17100
Job Family Group : Administration
Job Family : AD Office Admin
EOE including Disability/Protected Veterans. Flowserve will also not discriminate against an applicant or employee for inquiring about, discussing or disclosing their pay or, in certain circumstances, the pay of their co-workers. Pay Transparency Nondiscrimination Provision
If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation if you are unable or limited in your ability to use or access flowservecareers.com as result of your disability. You can request a reasonable accommodation by sending an email to employment@flowserve.com. In order to quickly respond to your request, please use the words &quot;Accommodation Request&quot; as your subject line of your email. For more information, read the Accessibility Process.</div>

Assistant Manager, Facility Management

Datamark (Mexico)

<div>Position Overview:
Facilities Manager will contribute towards the site facility management. This role is to perform a variety of managing facilities tasks, duties, and managing our company&rsquo;s facilities activities. The Facilities Manager ensures smooth running of the company&rsquo;s offices and contributes in driving sustainable growth.
Primary Responsibilities:
<ul><li>Plans and coordinates administrative procedures and systems and devises ways to streamline processes</li><li>Assesses Facilities staff performance and provides coaching and guidance to ensure maximum efficiency</li><li>Maintains and understands departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently</li><li>Ensures all support activities are carried on efficiently and effectively to allow operations to function properly</li><li>Ensures that the facility is fully operational with all utilities functioning properly on a 24 x 7 basis</li><li>Maintains 100% uptime for all critical equipment PM of all assets and infrastructure</li><li>Coordinates cost reduction initiatives without affecting employee satisfaction</li><li>Supervises clerical and Facilities personnel by communicating job expectations, appraising job results, and disciplining employees</li><li>Develops and implements policies and procedures to improve operations and function of the department and ensures operations adhere to policies and regulations</li><li>Ensures the smooth and adequate flow of information within the company to facilitate other business operations</li><li>Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards</li><li>Manages schedules and deadlines</li><li>Monitors inventory of office supplies and the purchasing of new material with attention to budgetary constraints, and monitors costs and expenses to track in budget preparation.</li><li>Oversees facilities services, maintenance activities and tradespersons</li><li>Maintains office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment</li><li>Focus on cost reduction without affecting the quality and timeliness of the services</li><li>Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain, and manage vendors, and coordinate food delivery as needed</li><li>Manage all aspects of the office&rsquo;s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested</li><li>Ensure peak organizational operations and provide preventative measures by identifying issues</li><li>Coordinates with internal and external resources, and cultivate relationships with vendors</li><li>Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems</li><li>Reviews internal customer feedback from the internal survey to measure performance</li><li>Oversees the EHS for site including employee&rsquo;s safety, Fire Safety Training, Emergency Rescue, etc.</li></ul>
Requirements<ul><li>Education Requirements:</li></ul>
o Bachelor&rsquo;s degree or equivalent<ul><li>Field Experience:</li></ul>
o At least 12 years of experience in the Facilities field<ul><li>Position Experience:</li></ul>
o At least 10 years in a facilities or similar position<ul><li>Other Qualifications:</li></ul>
o Proven experience as a Managerial function or relevant role
o Experience developing internal systems</div>

Facility Manager

Golden Opportunities

<div>
 
 Job Description
 
 
 
 Responsible for providing leadership and direction to the entire facilities globally, including but not limited to planning, managing resources, and overseeing construction.
 
 
 Ensuring facilities are complaint to EHS standards and ensure compliance with all statutory requirements for Air, water, and Energy.
 
 
 Drive cost management.
 
 
 Ensure all facility operations are efficiently run and costs optimized Effectively manage the quality and compliance of FM services across the facilities.
 
 
 To interface with Department leads and to ensure all service standards are delivered or exceeded Ensure seat optimization across facilities and work with RE team for new facilities and exits.
 
 
 Experience in project managing new constructions. Finalizing layouts/budgets.
 
 
 Working with internal stakeholders and cross functional teams for new construction and facility exits.
 
 
 
 Skills Required
 
 
 
 Engineering Degree. Preferably civil or Electrical or Mechanical
 
 
 Strong Background in Electrical and Mechanical systems
 
 
 Certifications in maintenance or facilities management are a plus
 
 
 
 Skills Required
 
 
 
 RoleHead - Facilities and Administration
 
 
 Industry TypeITES/BPO/KPO
 
 
 Functional AreaITES/BPO/Customer Service
 
 
 Required Education BTECH
 
 
 Employment TypeFull Time, Permanent
 
 
 Key Skills
 
 
 <ul>
 <li>
 ADMINISTRATION
 </li>
 <li>
 FACILITY MANAGEMENT
 
 
 </li>
 </ul>
 Other Information
 
 
 Job CodeGO/JC/1683/2025
 
 
 Recruiter NameMaheshwari Balasubramanian
</div>

Head - Facilities and Administration - GO/JC/1683/2025

SBK Real Estate

Responsibilities:1. To keep the daily, weekly, monthly and annual work reports of the department, to put into place an efficient tracing system for follow up and to remind the Facilities manager of follow up dates2. To be thoroughly familiar with all spare-parts requirements and specifications of all equipment installed in the residential and commercial buildings.3. Assist facilities staff in locating parts, supplies, and materials.4. To coordinate, issue and compile preventative maintenance schedules as per requirements and procedures5. To regularly liaise with the FM Supervisor, technicians and team members in regards to pending maintenance requests and to monitor the FM Software to ensure that reported maintenance requests which have been action.6. Create work orders for all complaints/request received from customers.7. Must provide administrative support to the Facilities Manager and the Facilities organization, manage office functions including: Work Order coordination, Security badge and access assignments, database management, daily office operations, maintaining office records, and providing general support services for the divisional staff.8. To take notes during team/departmental meetings, prepare minutes and reports as &amp; when requested9. Prepare and maintain RFP's, bid information, and other contract documents.Requirements:1. The ideal candidate should have:2. Minimum 1-year experience as Maintenance Coordinator or similar role3. Ability to communicate professionally, verbally, and in written form with internal and external customers.4. Able to handle efficient relationship with suppliers5. Strong knowledge of engineering terminology, planning and stock management6. Proficient in MS Office and Multi-Tasking SkillJob Types: Full-time, PermanentPay: AED2,500.00 - AED3,000.00 per month

Facilities Coordinator

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