Job Summary
The Facility Administrator coordinates the day-to-day non-technical operations of a building or portfolio of properties. This role acts as the central hub between the client, the technical maintenance team, and external vendors, ensuring all facility services are delivered on time, within budget, and according to contract standards.
Key Responsibilities
Service Coordination & Helpdesk: Managing the Computerized Maintenance Management System (CMMS); logging work orders from tenants and dispatching the appropriate Multi-Technician or specialized contractor.
Vendor Management: Overseeing third-party service providers (cleaning, security, waste management, pest control). This includes verifying attendance, reviewing service reports, and processing invoices.
Doentation & Compliance: Maintaining up-to-date records of building permits, fire safety certificates, insurance policies, and AMC (Annual Maintenance Contract) renewals.
Procurement & Inventory: Ordering spare parts for technicians (plumbing fixtures, light bulbs, filters) and office supplies, while maintaining a strict inventory log to prevent loss.
Health & Safety (HSE) Support: Assisting the FM Manager in preparing safety reports and ensuring all site visitors and contractors follow the building’s safety protocols.
Financial Tracking: Monitoring utility consumption (wat petty cash, and preparing monthly operational expenditure (OPEX) reports.
Essential Skills
Organizational Mastery: The ability to juggle multiple urgent requests from tenants while keeping track of long-term contract renewals.
Software Proficiency: Strong skills in Microsoft Office (Excel is critical for reporting) and familiarity with CMMS or CAFM (Computer-Aided Facility Management) software.
Communication: Professional verbal and written skills for handling tenant complaints and negotiating with vendors.
Basic Technical Understanding: While not a "fixer," an Admin needs to know the difference between a "chiller" and an "FCU" to dispatch the right team.
Qualifications
Education: Bachelor’s degree in Business Administration, Facilities Management, or a related field.
Experience: 2–5 years in a front-office, administrative, or facility-based role.
Certification: (Optional but preferred) Certified Facility Manager (CFM) or similar credentials from IFMA.
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