Facilities Coordinator

4 weeks ago

Dubai, Dubai, United Arab Emirates Precision Hire Solution Full time
About GMG

GMG is a global wellbeing company that retails, distributes, and manufactures a portfolio of leading international and homegrown brands across various sectors. Our vision is to inspire people to win in ways that make the world better. We have investments across five key verticals: GMG Sports, GMG Everyday Goods, GMG Health and Beauty, GMG Properties, and GMG Logistics. Under the ownership and management of the Baker family, we have become a leading global company affiliated with the world's most successful and respected brands in the wellbeing sector. We operate across the Middle East, North Africa, and Asia, introducing more than 120 brands into our markets.

Job Responsibilities
  • Oversee end-to-end facility management activities, from store openings to closures.
  • Assist FM Engineers and respective Business Units in establishing new Asset Management Contracts (AMCs) on time, coordinating with the projects team, procurement team, legal team, and finance team. Renew AMCs annually for all GMG Retail, Non-Retail, JC, and Shareholders' properties.
  • Monitor quotes, materials, and necessary arrangements to support supervisors with day-to-day requirements.
  • Prepare and raise purchase requisitions on time, adhering to purchasing guidelines, and frequently follow up with Procurement on purchase order releases to support operations.
  • Coordinate advance payments and cheque requests with the finance team and follow up for payment releases.
  • Arrange required documents for invoice processing and distribute invoices to concerned supervisors, taking necessary actions on urgent requirements. Receive manual invoices from vendors and share them with concerned personnel for approval.
  • Confirm Goods and Service Receivables from the operations team and release Goods Receipt Notes (GRNs) on SAP and P2P.
  • Follow up with Service Providers, Procurement, Legal, and other concerned teams for finalizing AMCs and Contracts.
  • Maintain a necessary documentation system for effective storage and retrieval of information on all records related to Work Orders, Purchase Orders, AMCs, Contracts, Invoices, and Customer Acknowledgement.
  • Have knowledge of the local market, negotiation skills, and effective management of purchasing procedures. Develop new vendors for material sourcing.
  • Prepare an approved vendor list and update it with new vendors from time to time for easy material sourcing.
  • Prepare petty cash vouchers for FM Engineers, prepare OT sheets for in-house teams, and submit them to payroll for approvals.
  • Update all necessary trackers and submit weekly reports to the Line Manager (LM). (Store opening tracker, AMC tracker, Store codes tracker, Daily Work Updates, etc.)
  • Register incidents in the insurance company and claim property damage based on incident reports.
  • Provide information on insurance claims, overtime statements for workers, vacant apartment charges to the Finance and Leasing departments.
  • Update manual RM works for JC and personnel properties.
Requirements
  • Experience in facility management in retail.
  • Ability to handle vendors' quotations and invoices.
  • Strong background in driving digitization initiatives.
  • Experience in SAP/Oracle (an added advantage).
Why Work with GMG

We are dedicated to nurturing a vibrant, inclusive, and engaging work environment that promotes growth, innovation, and wellbeing. Join us in our mission to inspire victories that make the world better for our team, our consumers, and our communities.

If you're seeking a challenging role where you can make a significant impact, we'd love to hear from you. Apply today to become part of our journey.

What We Offer
  • An opportunity to become part of diverse teams with international exposure.
  • Comprehensive medical insurance for self.
  • Residency sponsorship and flight allowances for self.
  • Up to 30% discount in our premium retail sports brand stores.
  • Up to 20% discount in our pharmacy chain.

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