Senior Coordinator (Facilities Management)

Job Requisition ID: 174106

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day

Overview Of The Role:

The Senior Coordinator is responsible for ensuring smooth operation of the facilities management office by providing crucial administrative and operational support. This role involves coordinating with various departments to streamline purchasing, invoicing, and record management processes. The coordinator acts as a pivotal link between clients, suppliers, and the internal team, ensuring that customer and operational requirements are consistently met and exceeded. Additionally, the role involves maintaining detailed records and offering general support services within a fast-paced facilities management context, directly impacting customer satisfaction and operational efficiency.

What You Will Do:

• Provide administrative support to the Facilities Management team, managing office functions including work order coordination, access assignments, and database management.
• Coordinate with the Purchasing department to receive quotations, prepare purchase orders and vendor contracts, and forward them for approval.
• Manage and maintain records of purchase orders, invoicing transactions, and update logs to ensure accurate and up-to-date information.
• Act as the first point of contact for internal and external customers seeking support and information regarding the organization's contracts.
• Coordinate the submission of invoices, ensuring timely distribution to supervisors and the finance department, and maintaining an invoice tracker for records.
• Assist in managing casual jobs by preparing cost estimations, generating quotes, and tracking performance against targets.
• Maintain lists of equipment, tools, calibration certificates, and other asset details for company records.
• Enhance customer satisfaction by meeting or exceeding customer requirements and maintaining regular communication with clients.

Required Skills To Be Successful:

• Organizational skills for managing multiple tasks across HR, finance, and operations.
• Clear and professional communication skills for interaction with internal teams and external vendors.
• Problem-solving skills for quick resolution of operational issues and process bottlenecks.
• Attention to detail for accuracy in SAP entries, financial reports, and compliance documentation.

What Qualifies You For The Role:

• Diploma or Bachelor's degree in relevant background
• 5 to 7 years of experience in Facilities Management or Integrated Facilities Management.
• Proficiency in MS Office; SAP is added advantage
• Excellent communication skills, with fluency in English.

About Al-Futtaim Contracting

Al-Futtaim Contracting offers customers complete engineering and systems integration solutions.

The Engineering arm operates in the UAE, Qatar, Saudi Arabia and Egypt providing a wide variety of products and services from air conditioning, scaffolding and access solutions, elevators and escalators, control and life safety, facilities management, building products, MEP, Energy Management, Technology Infrastructure and Digital Transformation.

The Technologies division provides complete business solutions to large, medium and small customers that include, contact centre solutions, business applications, business intelligence, data management, advanced analytics amongst others. The IT infrastructure portfolio comprises IP telephony, ELV systems, networking solutions, professional audio-visual solutions and managed services.

These solutions are further complemented by services that include project management, installation, testing, commissioning and after-sales maintenance contracts.