FM Administrator

We are seeking an organized and proactive FM Administrator to support our Facility Management and Maintenance operations. The successful candidate will manage CAFM records and work orders, coordinate maintenance activities, prepare operational reports, and maintain accurate documentation. This role requires strong administrative skills, effective communication, and close coordination with technical teams, subcontractors, and clients.

Key Responsibilities

• Manage daily administrative activities supporting Facility Management and Maintenance operations.
• Log, assign, update, and track work orders in the computer-Aided Facility Management (CAFM) system.
• Ensure work orders contain accurate asset details, locations, priorities, fault descriptions, technician assignments, and supporting documents.
• Coordinate with technicians and supervisors to schedule maintenance activities and monitor completion.
• Follow up on Planned Preventive Maintenance (PPM), reactive maintenance, corrective actions, and pending work orders.
• Monitor response and completion times against agreed service levels, escalating overdue or critical issues to the relevant supervisor or manager.
• Verify that completed work orders include service reports, technician remarks, client acknowledgements where required, and relevant attachments before closure.
• Record and track client requests, complaints, and service enquiries using CRM systems and established procedures.
• Provide timely service updates to clients and follow up on outstanding requests.
• Coordinate subcontractor visits, service schedules, access arrangements, and submission of maintenance reports.
• Prepare daily, weekly, and monthly reports covering work-order status, PPM completion, outstanding tasks, complaints, and operational performance.
• Maintain Excel trackers, dashboards, and administrative records to support operational monitoring.
• Maintain organized records of asset registers, maintenance schedules, service reports, inspection checklists, warranties, and subcontractor documents.
• Support the preparation of meeting minutes, correspondence, presentations, and client reporting documents.
• Coordinate with procurement and stores teams on material requests and availability affecting maintenance completion.
• Maintain technician attendance records, duty schedules, and timesheets as required.
• Support audits and inspections by ensuring records are accurate, complete, and readily accessible.
• Follow company procedures for document control, confidentiality, quality, and health and safety.

Qualifications and Experience

• Diploma or bachelor’s degree in Business Administration, Facilities Management, or a related field.
• Previous experience in Facility Management or Maintenance administration.
• Hands-on experience using CAFM systems and managing the full work-order cycle.
• Working knowledge of Customer Relationship Management (CRM) systems.
• Familiarity with PPM schedules, reactive maintenance processes, and service-level monitoring.
• Experience preparing operational reports and maintaining maintenance documentation.
• Experience supporting residential, commercial, or mixed-use facilities is an advantage.

Required Skills

• Good knowledge of Microsoft Excel, including formulas, data filtering, pivot tables, and report preparation.
• Proficiency in Microsoft Word, Outlook, PowerPoint, and other Microsoft Office applications.
• Strong documentation, record-keeping, and data-entry skills, with close attention to accuracy.
• Effective coordination skills when working with technicians, supervisors, subcontractors, and clients.
• Good command of spoken and written English.
• Strong communication and customer-service skills.
• Ability to prioritize tasks, manage multiple requests, and meet reporting deadlines.
• Proactive follow-up and problem-solving skills.
• Ability to work independently and as part of an operational team.

Pay: Up to QAR4,000.00 per month

Work Location: In person