Facilities Coordinator, District Administrator

4 weeks ago

Dubai, United Arab Emirates Talent Pal Full time

ChampionX has an immediate need for a** Fa**cilit**ies Coordinator, District Administrator & Receptionist **based in **Dubai, UAE**. In this role, the incumbent is responsible for ensuring the optimal working environment for all ChampionX members. They will be the first point of contact for internal and external customers seeking support and information. The facilities coordinator will provide district administrative support and manage office functions including: work order coordination, security badge and access assignments, database input/management, daily office operations, coordination of budgeting/accounting, maintaining and providing general support services for the divisional staff.

**What’s in it For You**:

- The ability to make an impact and shape your career with a company that is passionate about growth.
- The support of an organization that believes it is vital to include and engage diverse people, perspectives, and ideas to achieve our best.
- Thrive in a company that values sustainability, drives a safety-focused culture and empowers its employees through continuous improvement
- Access to Employee Resource Groups (ERG’s). These grassroots, employee-led groups are open to anyone in the organization and allow employees to come together to explore common interests and foster a diverse and inclusive workplace within the organization
- Access to multiple knowledge sharing platforms to enhance collaboration and engagement.

**What You Will Do**:

- Follow safety policies to provide a safe workplace for all employees and supports the guiding principles of Goal Zero to continually improve the plant’s safety, health and environmental performance, security, design, development, manufacture, storage, marketing, distribution, use and ultimate safe disposal of chemical products. Drive culture of safety; Report safety observations / incidents
- Supports and is committed to the Quality Improvement Process. Plans strategies to ensure error-free work by “doing it right the first time” and conveys this attitude in the daily performance of various duties, in our drive continuous improvement.

General Responsibilities:
Complete H&S site checks and paperwork: including:

- Fire Marshals and First Aiders recruitment, training and monitoring. Organize regular meetings.
- Organizing statutory compliance and records - e.g. fire systems servicing, electrical testing etc.
- Report any H&S issues, DSE assessments monitoring and reporting

Ensure all PPMs are carried out as per agreed schedule:

- Organize regular review meeting with all key contractors.
- Proactive management of on-site cleaning team with logbook highlighting any issues
- Manage office security system, make arrangements for security services and administer employees’ access

Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints:

- Control of general office supplies, kitchen supplies, storage room of supplies by ordering and responding to specific supply requests within a pre-approved budget;
- Manage office vendors and monitor their performance;
- Organize and maintain the common office areas, including storage, archive, copy areas and kitchen and meeting room spaces;
- Place orders via SAP & BOT

Assist with office logistics:

- Participate in the orientation of new staff re office functionality, desk space and processes;
- Coordinate all meeting rooms ensuring that they are fully functional prior to any scheduled meeting and assist the meeting organizer in getting the system started prior to the meeting(s)

Facilities Support:

- Manage daily facilities requests from staff for equipment repairs, special orders
- Maintain office equipment by completing preventive maintenance, troubleshooting failures, calling for repairs and monitoring equipment operation
- Schedule and coordinate regular disposals and maintain accurate inventory record of assets by completing counts as required;
- Maintain major office equipment and systems (such as A/V equipment in meeting rooms, HVAC system, alarm systems)
- Establish and maintain an efficient working relationship with property, building contractors and selected facilities contractors. Monitor and maintain the office files
- Manage and execute Dubai Office related projects - relating to Dubai governing bodies (Trakhees, RTA, JAFZA)
- Planning and coordinating administrative office responsibilities - including covering Office Reception during leave.
- Manage the plant & office allocation
- Other administrative tasks as assigned by the Corporate Services Manager
- Liaising with JAFZA when required & coordinate the process of license renewal

District Administration Support:
Quotation process management:

- Proforma Invoices preparation and submission
- Tender Response - commercial document coordination and assembling
- Data storing and filing

Order Process management:

- Forms to Data Integrity and Marketing (Customer Master Form - Ship To - SPA

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