Facilities Management Administrator

1. Manage daily administrative activities for facility management operations.
2. Receive, register, assign, and track maintenance work orders until completion.
3. Coordinate with Facility Managers, Engineers, Supervisors, Technicians, and other site staff.
4. Maintain employee attendance, leave, overtime, and manpower records.
5. Prepare daily, weekly, and monthly operational reports.
6. Maintain Preventive Maintenance (PPM) and Corrective Maintenance records.
7. Coordinate with clients, tenants, building management, subcontractors, and suppliers.
8. Prepare and maintain work orders, service reports, checklists, quotations, purchase requests, and other documents.
9. Follow up on material and spare-parts requirements with procurement and stores.
10. Maintain records of tools, equipment, spare parts, consumables, and assets.
11. Assist with invoice preparation by collecting completed work orders and supporting documents.
12. Maintain subcontractor documents, service reports, quotations, and completion records.
13. Maintain HSE documents, inspection records, training records, and permits.
14. Monitor expiry dates of company, employee, equipment, and compliance documents.
15. Handle customer complaints and coordinate with the technical team for timely resolution.
16. Prepare meeting minutes and follow up on pending action items.
17. Maintain proper electronic and hard-copy filing systems.
18. Provide administrative and operational support to the Facility Manager.

Desired Candidate Profile

1. Minimum 1–3 years of experience in Facility Management, Building Maintenance, MEP, or a similar industry.
2. Good knowledge of facility management administration and maintenance operations.
3. Experience with work orders, PPM, maintenance reports, attendance, and documentation.
4. Good knowledge of MS Office, especially Excel and Word.
5. Good communication and coordination skills.
6. Ability to manage multiple tasks and meet deadlines.
7. Good English communication skills.
8. UAE facility management experience will be an advantage.