facilities management assistant

VRS-UK

Our client is a leading provider of forensic testing solutions in the UK. They are currently looking for a proactive and organised Facilities Assistant to join their team and support the smooth running of their site. Reporting to the Facilities Manager, you ll play a key role in keeping the laboratory and facilities safe, compliant, and efficient. What you ll be doing: <ul> <li>Hosting contractors onsite and supporting reception cover.</li> <li>Assisting with building maintenance, inspections, and compliance checks.</li> <li>Organising and supporting planned and reactive maintenance.</li> <li>Helping with housekeeping, grounds maintenance, and waste management.</li> <li>Managing facilities records and administration.</li> <li>Supporting audits, inspections, and wider facilities projects across sites.</li> </ul> What we re looking for: <ul> <li>Strong organisation, communication, and problem-solving skills.</li> <li>A proactive attitude with the ability to work independently.</li> <li>Full UK driving license.</li> <li>IT literate.</li> <li>Previous facilities management experience is desirable but not essential.</li> </ul> This is a great opportunity for someone who enjoys variety and thrives in a hands-on role.

Facilities Assistant

Duserve Facilities Management

<div><h6 class="jobSectionHeader">Job Summary:</h6>
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.
<h6 class="jobSectionHeader">Key Responsibilities:</h6> 

<h6 class="jobSectionHeader">Tracking &amp; Reporting:</h6>
<ul><li>Maintain PR (Purchase Request) and quotation trackers.</li></ul>
<ul><li>Follow up on LPOs (Local Purchase Orders) and raise ERFs when required.</li></ul>
<ul><li>Maintain ERF tracker and staff records, including resignations, idle, and quarantined staff.</li></ul>
<ul><li>Maintain variable jobs tracker for ongoing and ad-hoc tasks.</li></ul>
<ul><li>Maintain Soft Services/Housekeeping reports and housekeeping equipment maintenance tracker.</li></ul>
<ul><li>Maintain and arrange monthly reports for management review.</li></ul>
<ul><li>Update duty rosters monthly for MEP &amp; Soft Services and submit to HR.</li></ul>
<ul><li>Maintain staff annual leave, vacation records, and outsourced staff attendance.</li></ul>
<ul><li>Maintain mobile credit details and coordinate with IT.</li></ul>
<ul><li>Follow special services reports, such as pest control, water tanks, and other periodic services.</li></ul>
<ul><li>Coordinate with Accounts for the Variable Job Completion Report and invoicing.</li></ul>
<h6 class="jobSectionHeader">Administrative Support:</h6>
<ul><li>Assist supervisors and staff with daily administrative requirements.</li></ul>
<ul><li>Create permits to work for facility activities.</li></ul>
<ul><li>Schedule pest control treatments (AMC &amp; one-time services).</li></ul>
<ul><li>Support staff training schedules and third-party certification tracking.</li></ul>
<ul><li>Manage Outlook communications and correspondence related to facilities management.</li></ul> 

<h6 class="jobSectionHeader">Financial &amp; Payroll Support:</h6>
<ul><li>Support monthly payroll activities.</li></ul>
<ul><li>Work on monthly invoicing</li></ul> 

<h6 class="jobSectionHeader">Qualifications:</h6>
<ul><li>Diploma on Business Administration, or related field.</li></ul>
<ul><li>2&ndash;4 years of experience in facilities management or administrative coordination.</li></ul>
<ul><li>Proficiency in MS Office; knowledge of Maximo or CMMS is an advantage.</li></ul>
<ul><li>Excellent organizational, communication, and multitasking skills.</li></ul>
<h6 class="jobSectionHeader">Key Competencies:</h6>
<ul><li>Attention to detail and accuracy</li></ul>
<ul><li>Coordination with multiple stakeholders</li></ul>
<ul><li>Time management and follow-up skills</li></ul>
<ul><li>Problem-solving and initiative</li></ul> 

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
<div>Location: Dubai, UAE</div></div>

Facilities Management Coordinator

Facilities Management Company

Job Purpose:To coordinate and support all facilities management operations by managing schedules, work orders, reports, and communication between clients, supervisors, and technical teams. The FM Coordinator ensures smooth workflow and timely completion of maintenance and service requests.Key Responsibilities:<ul><li>Coordinate daily activities between clients, supervisors, and technical teams.</li><li>Receive and log maintenance requests (MEP, civil, cleaning, etc.) and assign them to the appropriate team.</li><li>Follow up on open work orders to ensure timely completion.</li><li>Maintain records of manpower allocation, material usage, and service reports.</li><li>Prepare and update daily, weekly, and monthly maintenance reports.</li><li>Assist in scheduling preventive maintenance activities.</li><li>Monitor attendance and deployment of staff on various sites.</li><li>Support the FM Supervisor/Manager with client updates and documentation.</li><li>Handle client calls and ensure professional communication at all times.</li><li>Ensure compliance with company standards, safety, and quality policies.</li></ul>Requirements:<ul><li>Diploma or Bachelor&rsquo;s Degree (preferred in Facilities, Engineering, or related field).</li><li>Minimum 2&ndash;4 years of experience in Facilities Management coordination or helpdesk role.</li><li>Good knowledge of MEP, civil, and soft services operations.</li><li>Strong organizational and multitasking skills.</li><li>Proficient in MS Office (Excel, Outlook, Word) and reporting.</li><li>Excellent communication (English) and interpersonal skills.</li><li>UAE experience preferred.</li><li>UAE Driving License will be an added advantage.</li></ul>Benefits:<ul><li>Salary: AED 4,000 &ndash; 4,500/month</li><li>Accommodation and Transportation provided</li><li>Other benefits as per UAE Labour Law</li></ul>Job Type: Full-timePay: From AED4,000.00 per month

FM Coordinator

Key Responsibilities:
<ul>
<li>Maintain PR (Purchase Request) and quotation trackers.</li>
<li>Follow up on LPOs (Local Purchase Orders) and raise ERFs when required.</li>
<li>Maintain ERF tracker and staff records, including resignations, idle, and quarantined staff.</li>
<li>Maintain variable jobs tracker for ongoing and ad-hoc tasks.</li>
<li>Maintain Soft Services/Housekeeping reports and housekeeping equipment maintenance tracker.</li>
<li>Maintain and arrange monthly reports for management review.</li>
<li>Update duty rosters monthly for MEP &amp; Soft Services and submit to HR.</li>
<li>Maintain staff annual leave, vacation records, and outsourced staff attendance.</li>
<li>Maintain mobile credit details and coordinate with IT.</li>
<li>Follow special services reports, such as pest control, water tanks, and other periodic services.</li>
<li>Coordinate with Accounts for the Variable Job Completion Report and invoicing.</li>
</ul>
Administrative Support:
<ul>
<li>Assist supervisors and staff with daily administrative requirements.</li>
<li>Create permits to work for facility activities.</li>
<li>Schedule pest control treatments (AMC &amp; one-time services).</li>
<li>Support staff training schedules and third-party certification tracking.</li>
<li>Manage Outlook communications and correspondence related to facilities management.</li>
</ul>
Financial &amp; Payroll Support:
<ul>
<li>Support monthly payroll activities.</li>
<li>Work on monthly invoicing</li>
</ul>
Qualifications:
<ul>
<li>Diploma on Business Administration, or related field.</li>
<li>2 4 years of experience in facilities management or administrative coordination.</li>
<li>Proficiency in MS Office; knowledge of Maximo or CMMS is an advantage.</li>
<li>Excellent organizational, communication, and multitasking skills.</li>
</ul>
Key Competencies:
<ul>
<li>Attention to detail and accuracy</li>
<li>Coordination with multiple stakeholders</li>
<li>Time management and follow-up skills</li>
<li>Problem-solving and initiative</li>
</ul>

Commercial Bank of Dubai

Job Accountabilities <ul> <li> Assist in the planning, organizing, and execution of FMA activities to support operational effectiveness.</li> <li> Manage annual reviews, contract renewals and relationships with vendors</li> <li> Conduct regular inspections to ensure cleanliness, hygiene, and safety standards are maintained at all bank premises.</li> <li> Support the implementation and monitoring of strategies for continuous improvement in equipment reliability and effectiveness.</li> <li> Report and track FMA-related issues, ensuring timely resolution and escalation as needed.</li> <li> Manage ordering and inventory control of office supplies and durable goods in a cost-effective manner.</li> <li> Ensure contracted maintenance and housekeeping service level agreements are adhered to and maintained.</li> <li> Support contract management for FMA services and the implementation of maintenance procedures.</li> <li> Inspect buildings, equipment, and systems to identify any issues </li> <li> Ensure to comply with Audit requirements, internal and external report obligations etc. in line with Policy guidelines</li> <li> Review FM of each CBD location</li> <li> Visit branches to inspect the buildings, equipment, and systems to identify faults or risks</li> <li> Liaise with AMC vendors for scheduled preventive maintenance</li> <li> The FMA Support Officer is responsible for supporting end-to-end facilities management and administration processes, contributing to the department s transition towards centralized, customer-focused operations.</li> <li> The role requires adaptability to ongoing changes in department structure and processes, with a focus on enhancing internal customer satisfaction and achieving business goals.</li> </ul>

Facilities Management and Administration Officer

Landmark Leisure

The job holder will be responsible for ensuring smooth operation of the organization by providing administrative support to the Facilities Department and the outlets, including General Maintenance services, Soft services like cleaning, security , pest control AND MEP services like Electrical & AC maintenance, CCTV, PABX, PAS, Fire fighting and fire alarm services,

IFM Facilities Management LLC

Role Overview:The Assistant Soft Services Manager will support the planning, coordination and supervision of cleaning, housekeeping and other soft services across large-scale facilities such as malls, airports and commercial complexes. This role ensures high service quality, compliance with health and safety regulations and strong client relationships, working closely with the Soft Services Manager to achieve operational excellence.Key Responsibilities:<ul><li>Assist the Soft Services Manager in day-to-day management of service delivery across assigned sites.</li><li>Supervise site supervisors, team leaders, and operatives to ensure quality standards and operational procedures are followed.</li><li>Conduct regular site inspections, identify service gaps, and implement corrective measures.</li><li>Support the mobilization and demobilization of projects, ensuring assets, consumables, and equipment are prepared and deployed effectively.</li><li>Liaise with clients to address operational requirements, complaints, and improvement opportunities.</li><li>Monitor and ensure compliance with KPIs, SLAs, and contractual obligations.</li><li>Assist in preparing work schedules, rosters, and resource allocation plans.</li><li>Support training and development programs, including BICSc, toolbox talks, and on-the-job training.</li><li>Maintain records of operational activities, incidents, and inspection reports.</li><li>Ensure compliance with QHSE policies, Municipality Codes, and standards such as COSHH, HACCP, ISO, and BICSc.</li><li>Identify opportunities for cost savings, efficiency improvements, and reduction of material wastage.</li><li>Stay updated on industry best practices, new cleaning technologies, and eco-friendly products.</li><li>Support procurement by coordinating with suppliers for equipment and consumable requirements.</li><li>Assist in preparing periodic performance reports, client updates, and meeting presentations.</li><li>Act as point of contact during the Soft Services Manager&rsquo;s absence, ensuring continuity of operations.</li></ul>Qualifications &amp; Experience:<ul><li>Diploma or Bachelor&rsquo;s degree in Facilities Management or a related field.</li><li>Professional certifications such as BICSc, COSHH, HACCP or equivalent are an advantage.</li><li>6&ndash;8 years of proven experience in an Assistant Manager role within Facilities Management soft services.</li><li>Strong track record managing large-scale projects (e.g., malls, airports, hospitality complexes).</li><li>Experience in managing large workforces (400+ employees).</li><li>Excellent leadership, coordination and communication skills in a multi-cultural environment.</li><li>Familiarity with ISO 9001/14001/45001 standards and compliance requirements.</li></ul>If interested, please send your updated profile to: careers@ifmuae.netSubject Line: Assistant Soft Services ManagerJob Type: Full-timeApplication Question(s):<ul><li>Salary expectations (AED)</li><li>Notice period (months)</li><li>Current salary (AED)</li></ul>Experience:<ul><li>Assistant Manager - Soft Service or Senior: 6 years (Required)</li><li>Facilities Management: 6 years (Required)</li><li>Large scale projects (400+ workforce projects): 6 years (Required)</li></ul>Location:<ul><li>Abu Dhabi (Required)</li></ul>

Assistant Soft Services Manager

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