Secretary/Receptionist

Job Description: Facilities Management Secretary

Company: Maintenance and Management Solutions
Location: Doha, West Bay
Job Type: Permanent
Reports to: General Manager

Company Overview

MMS is a 100% Qatari-owned leading Facilities Management Company, providing services to more than 30 locations in the country for the last 18 years. MMS is also the industry leader in property and corporate facilities management services and was honored with The Best Facilities Management Company in Qatar Award in previous years. Integrated Facilities Management is our core specialist service and our facilities management solutions are based on a successful blend of best practice, reliable understanding of in-demand technology, and local operational knowledge. We provide the complete facilities management service for a large and diverse client base that includes the following sectors: commercial, residential, retail, education, leisure, banking, infrastructure, and government. MMS has the certification of ISO 9001 for its Quality Management System, ISO 45001 for Occupational Health & Safety Management System and ISO 14001 for the Environmental Management. Our Mission To be the highest quality Facility Management service provided in Qatar. Our Vision To be a renowned leader, and a leading name in Facility Management Services in the region and beyond and ensuring our clients’ needs are met with high efficiency. Our Values • We always put people first. • We are service-oriented. • We will always lead with quality.

Position Summary

We are seeking a highly organized and proactive Facilities Management Secretary to provide essential administrative and clerical support to our Facilities Management department. The ideal candidate will be the central hub for all facility-related communications, ensuring the smooth day-to-day operation of our office and building systems. You will play a critical role in maintaining vendor relationships, managing work orders, and supporting the safety and efficiency of our physical work environment.

Key Responsibilities

Administrative Support:

• Provide high-level administrative support to the Facilities Manager and department staff.
• Manage the department's calendar, schedule meetings, and coordinate appointments.
• Prepare, edit, and format correspondence, reports, presentations, and memos.
• Maintain an organized filing system, both electronic and physical, for facility records, including warranties, service contracts, and compliance documents.
• Answer, screen, and direct incoming phone calls and emails for the facilities department.

Vendor and Inventory Management:

• Act as a liaison between the company and external vendors, contractors, and service providers.
• Assist in obtaining quotes, processing purchase orders, and coordinating vendor site visits.
• Help maintain an inventory of office and facility supplies, janitorial items, and critical spare parts.
• Process and code invoices for the facilities department, ensuring accuracy and timely payment.

Communication and Reporting:

• Distribute facility-related communications to the entire staff (e.g., notifications about maintenance, construction, or office events).
• Assist in preparing regular reports on facility activities, budgets, and key performance indicators (KPIs).

Qualifications and Skills

Required:

• Associate’s or Bachelor’s degree in Business Administration or a related field.
• Proven experience (2+ years) in an administrative or secretary role, preferably within facilities management, construction, property management, or a related field.
• Exceptional organizational and time-management skills with the ability to prioritize multiple tasks.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Professional and courteous demeanor with excellent customer service skills.

Job Types: Full-time, Permanent

Pay: QAR4,000.00 - QAR5,000.00 per month