Job Purpose:

To work with the Facilities Engineer and Facilities Manager in support of their roles in the Facilities Management Department and across the wider AARP portfolio. Providing administrative support to facilitate management team. Ensuring routine administration and documentary duties are completed allowing management team to concentrate of services facing details.

Key Accountabilities:

• Provide administrative support to the Facilities Engineers and Facilities Managers.
• Compose standard letters and memoranda in response to inquiries.
• Act as liaison between the other administrators’ by transmitting directives, instructions and assignments and following up on the status of the same
• Produce a variety of documents, charts, and graphs in final form
• Organize department meetings, prepare minutes and follow up on matters arising thereof
• Prepare and track LPOs using SAP system
• Manage invoice input onto SAP and coordinates authorization with Facilities Engineer/Facilities Manager.
• Assist with preparation of the office or property budgets.
• Collating information such as expenditure, Establish and maintain various filing and record management systems.
• Oversees all aspects of general office coordination - i.e. desk/seat assignments, stationery supplies, equipment/machines, and Business Support requirements are liaised efficiently between the Facilities Manager for approval.
• Follow up with Finance departments regarding issues, payments and contracts due.
• Follow up with GLD for verifications of Contracts
• Create and process Delegation of Authority approval documents such as invoices, reports, memos, letters and financial statements with the adept use of MS Office programs such as Word, Excel, PowerPoint
• Follow up tenant documentation i.e. DM/DCD/DEWA/SEWA/SM completion certificates of fit outs, Utility bills, Statutory maintenance service reports
• Assist in compilation of monthly reports/variance reports
• Track statutory maintenance records and follow up

External communication

• DM, DEWA, SIRA, DCD, RTA, Contractors

Internal communication

• Group Departments, AARP Pvt team

Qualifications

• Degree or diploma in Business Administration

Experience

• Minimum 3 years of relevant experience in the UAE property market management

Knowledge & Skills

• Ability to interact with staff at all levels
• Good interpersonal skills
• Maintain high level of confidentiality
• Ability to work under pressure
• Effective Communication skills
• Attention to details
• Experience successfully creating and/or modifying processes
• Experience in Visio and CAD would be an advantage
• Competent in Microsoft Office Software
• Proficiency in English (spoken and written) / Arabic is an advantage
• Customer service oriented
• Good organization skill
• A good understanding of property maintenance, methodologies and processes
• A good communicator, with a track record of well-organized methodical work patterns
• Able to work autonomously and react quickly in high pressured situations