Job description

Job Purpose

Provide efficient administrative and coordination support to the Facilities Department, ensuring smooth day-to-day operations, accurate documentation, timely follow-ups, and effective coordination with internal teams, suppliers, and service providers.

Key Accountabilities

• Provide day-to-day administrative support to the Facilities Department and maintain proper records and documentation.
• Coordinate with internal departments regarding facility-related requests, maintenance, repairs, and other requirements.
• Prepare and maintain purchase requests, purchase orders, invoices, quotations, and other relevant documents.
• Coordinate with suppliers and service providers for maintenance, cleaning, security, utilities, and other facility-related services.
• Follow up on pending maintenance requests, work orders, and service activities to ensure timely completion.
• Maintain records of contracts, service agreements, maintenance schedules, and supplier information.
• Assist in tracking departmental expenses, invoices, and payments and ensure documents are submitted on time.
• Prepare regular reports, trackers, and presentations related to Facilities activities and requirements.
• Schedule meetings, inspections, maintenance visits, and other appointments as required.
• Handle emails, correspondence, and documentation related to Facilities operations.
• Support the Facilities team in coordinating office, showroom, workshop, and other company premises requirements.
• Maintain confidentiality of departmental information and ensure documents are properly filed and accessible when required.
• Assist with facility-related audits, inspections, and compliance documentation.
• Perform any other administrative or coordination duties assigned by the Facilities Manager.

Qualifications & Experience

•  Business Administration, Office Administration, or a related field.
• 2–4 years of experience in an administrative or coordination role, preferably within Facilities, Property Management, Automotive, or a similar environment.
• Good knowledge of MS Office, particularly Excel and Word.
• Good communication and coordination skills.
• Strong follow-up and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Good attention to detail and record-keeping skills.
• Previous UAE experience is preferred.