Careers

Role Purpose:

The job holder will be primarily responsible for coordinating & assisting operatives for carrying out periodic site/maintenance work progress in all day-to-day activities. Providing secretarial support to FM department and to the GM.

Key Task and Responsibilities:

Administrative Support:
Liaison between FM and other operating departments and handles requests for assistance and all other related duties.
Managing FM Departmental documentation, including creation, storage, and distribution of documents.
Preparing reports, presentations, and other documents related to FM Operations.
Handling correspondence and scheduling meetings between the FM team and call center.
Preparing the data for the monthly payroll and coordinate with Finance and HR in case of any discrepancies.
Ensuring by coordinating with Finance & HR departments on Operatives leave salary and EOSB.
Arranging the Air tickets for the Operatives during their Annual leave.

Scheduling and Coordination:
Organizing the weekly meetings within the FM team and recording the Minutes of Meetings.
Coordinating the activities of the FM team and ensuring proper communication among members.
Arranging logistics for new arrivals, further for medical and emirates ID application process.

Budget and Financial Tracking:
Providing the monthly report on Budget vs consumption.
Comparing the building utility bills and provide the report to the Departmental Managers.
Preparing the payment application data for Invoicng purposes.
Dealing with Finance departmental and ensuring the departmental expenses are tracked and maintained properly.

Documentation and Reporting:
Ensuring manpower request are highlighted and raised on time and further coordinate with HR department to schedule the Interviews.
Ensure proper documentation of all FM related activities, including meeting minutes, change logs, and risk and opportunity registers.
Assisting in the preparation and distribution of FM Monthly reports.

Resource Management:
Supporting Operations Manager in providing the departmental operatives attendance.
FM Department Operatives Visa follow-ups and other HR related tasks.

Procurement:
Raising of material requisition for the FM department through the procurement system.

Experience, Knowledge and Skills:

Business Management Studies Degree/Diploma
At least 3 years’ experience in a Administration role
Good Knowledge of all elements of FM services
Fluency in English and additional Languages is a plus.
Good at MS-Office (Well proficient in MS Excel is mandatory).
Good customer services skill.
Time management