Facility Management Admin

2 weeks ago

Dubai, Dubai, United Arab Emirates EFS Facilities Services Full time 120,000 - 180,000 per year

The Facilities Management Coordinator and Administrator plays a crucial role in overseeing the administrative and

coordination functions within the Facilities Management department, focusing on Health, Safety, Environment &

Energy (HSEE) and facilities management operations.

Work location: Client site

Key accountabilities & Tasks:

2.Administration: Manage schedules and communications, support FM operations, prepare documents,

oversee office supplies, coordinate events, take minutes, produce reports, and maintain filing systems.

  1. Communication – Act as a point of contact for tenants, vendors, and FM teams (Serve as a point of contact

between FM teams, tenants, vendors, and management)

  1. Vendor & Contract Management – Assist FM team to Track service contracts, payments, and vendor

performance

  1. Compliance & Documentation –Maintain records for audits, certifications, and statutory requirements.

  2. CAFM Reporting: Train users on the CAFM software and create regular reports on facility management

metrics, such as work orders and budget utilization.

  1. Workflow Management: Create workflow approvals for various requests, such as IT needs and service

provider access.

  1. Project / One-Time Works Management: Prepare necessary documents to support Purchase Requisitions,

ensuring accurate capture of all project requirements. Collaborate with the FM operations team to enhance

resource allocation, risk management, and stakeholder communication throughout the project lifecycle.

  1. FM Action Tracker: Regularly update the action tracker, ensuring all fields are completed accurately.

Monitor progress and timelines for all actions.

  1. Document Management: Maintain an organized system for archiving and retrieving documents, ensuring

secure storage and easy access.

  1. Variations and File Notes: Prepare variation and file note documents that capture the scope, timeline,

budget, and other project details accurately.

  1. Service Provider Payments: Track payments to service providers using a detailed payment tracker and share

it with the finance team. Follow up to ensure timely payment of invoices.

  1. Oracle Requests: Prepare Purchase Requests (PE/PR) once the scope of work is received, including relevant

documentation like work confirmations and advance payment requests.

  1. Monthly Reporting: Compile financial reports by gathering data from various sources and share with senior

management.

Desired Candidate Profile

This position encompasses responsibilities that ensure effective management of:

CAFM System Management: Administering the Computer-Aided Facilities Management (CAFM) system for

optimal operations.

· Data Processing: Handling Oracle processing for accurate data collection and reporting, including the

processing of Purchase Requisitions/GRN in the Oracle ERP System (Tahweel) to raise project works and

site requirements.

· Document Management: Ensuring effective archiving and retrieval of documents to support operational

needs.

· Payments Processing: Managing the submission and processing of payments to ensure timely financial

operations.

· Reporting: Preparing and delivering comprehensive reports on a monthly, quarterly, half-yearly, and yearly

basis to inform decision-making and maintain transparency.

· Project / One-Time Works Management: Prepare documents for Purchase Requisitions and collaborate

with FM operations for effective project management.

· Coordination: coordination between service prover and PM team for day-to-day operations.

· Documentations: service provider monthly report, meetings, MOM preparations. Service provider's report

collations.

  • Supervisor (Facility Management)

    2 weeks ago

    Dubai, Dubai, United Arab Emirates Onetouch Facility Management Full time 48,000 - 60,000 per year

    To supervise and coordinate all day-to-day facilities management activities, ensuring effective maintenance, safety, and cleanliness of client premises, while leading a team of technicians and cleaners to deliver high-quality service.Key Responsibilities:Supervise and coordinate maintenance, cleaning, and general facility operations across assigned...

  • Admin (Facility Management)

    4 days ago

    Dubai, Dubai, United Arab Emirates Real Meal - Healthy Kitchen Full time $20,000 - $30,000 per year

    We are seeking a proactive and organized individual to provide comprehensive administrative support. The ideal candidate will ensure smooth office functioning, maintain a safe and efficient work environment and support management and staff with a wide range of administrative tasks.Administrative Support:Office Management: Oversee daily office operations,...

  • Facilities Supervisor

    1 week ago

    Dubai, Dubai, United Arab Emirates Facilities Management Company Full time 36,000 - 60,000 per year

    Job Title: Facilities Management (FM) SupervisorLocation: Dubai, UAESalary: AED 4,500 – 5,000 per monthBenefits: Company-provided accommodation & transportationJob Purpose:To oversee daily operations of facilities management services, ensuring that maintenance, housekeeping, and soft/hard services are executed efficiently and in compliance with company and...

  • Facility Manager

    4 days ago

    Dubai, Dubai, United Arab Emirates Wayn Pro Maintenance Full time

    About Wayn MaintenanceWayn Maintenance is a Dubai-based facilities management company specializing in high-quality MEP, cleaning, and general maintenance services for residential and commercial properties. We pride ourselves on operational excellence, timely service delivery, and long-term client satisfaction.⸻Position OverviewThe Facility Manager & Admin...

  • Admin Manager

    2 weeks ago

    Dubai, Dubai, United Arab Emirates XAD Technologies Full time 60,000 - 72,000 per year

    Job Title: Admin ManagerLocation: UAE - Travel required across multiple sites.Job Summary:We are seeking a seasoned, compliance-focused Multi-Site Operations & Accommodation Manager to lead and manage all administrative, facility, and staff welfare functions across our various operational sites, including corporate offices, warehouses, and labor/staff...

  • Admin Manager

    2 weeks ago

    Dubai, Dubai, United Arab Emirates Xad Technologies Full time 120,000 - 180,000 per year

    We are looking for a highly organized and proactiveAdmin Managerto lead and manage all administrative functions across our UAE operations. The ideal candidate will have strong knowledge of UAE labor laws, and proven experience handling transportation, accommodation, office administration, and support for a large technical workforce (including riggers,...

  • Admin Manager

    2 days ago

    Dubai, Dubai, United Arab Emirates XAD Technologies Full time $50,000 - $100,000 per year

    We are looking for a highly organized and proactive Admin Manager to lead and manage all administrative functions across our UAE operations. The ideal candidate will have strong knowledge of UAE labor laws, and proven experience handling transportation, accommodation, office administration, and support for a large technical workforce (including riggers,...

  • Facilities Manager

    2 weeks ago

    Dubai, Dubai, United Arab Emirates Amber and Waseem General Trading L.L.C Full time 7,000 - 10,000 per year

    Job Title: Facilities Management OfficerLocation: Dubai, United Arab EmiratesIndustry: Manufacturing / IndustrialExperience Required: 10 – 12 Years (UAE Experience Mandatory)Availability: Immediate JoinerEmployment Type: Full-TimeSalary: To be discussed upon interviewJob Summary:We are looking for a highly skilled and reliable Facilities Management Officer...

  • Accountant (Facility Management )

    1 week ago

    Dubai, Dubai, United Arab Emirates Fakhruddin Integrated Services Full time 60,000 - 72,000 per year

    Job DescriptionInvoice Management:Create and send accurate customer invoices based on services provided.Co ordinate with Facilities Manager on invoices, service bookings, follow upEnsure timely invoicing in system, follow up and receiptAccounts Receivable (AR):Mark all Bank receipts in the system against the invoices, on a daily basisMonitor accounts...

  • Facilities Management Coordinator

    2 days ago

    Dubai, Dubai, United Arab Emirates Al Arsh Facilities Management LLC Full time 45,000 - 60,000 per year

    Job Summary:We are seeking a detail-oriented and experienced to join our team. The ideal candidate will be responsible for maintaining a safe, efficient, and productive work environment. By effectively managing maintenance, ensuring compliance, and optimizing resources, they contribute significantly to the overall success of an organizationMaintenance...