Key Responsibilities

• Manage and maintain all FM documents, records, contracts, reports, drawings, certificates, and technical documents.

• Maintain an accurate Document Register and ensure proper document control, revision, approval, and distribution.

• Coordinate daily FM activities between the FM team, contractors, tenants, and management.

• Register, monitor, and follow up on Work Orders until completion and closure.

• Coordinate and monitor the Preventive Maintenance (PPM) schedule and ensure required reports are submitted.

• Follow up with contractors on outstanding works, service requests, corrective actions, and contractual obligations.

• Maintain and update the Contractor, Contract, Asset, Warranty, and Certificate Registers.

• Monitor expiry dates of contracts, insurance policies, licenses, certificates, warranties, and statutory documents.

• Coordinate RFQs, quotations, LPOs, invoices, and supporting documents with Procurement and Finance.

• Prepare the required documents to maintain Daily, Weekly, and Monthly FM Reports.

• Collect and maintain data required for KPIs, SLAs, and FM performance reports.

• Coordinate meetings with contractors and prepare Minutes of Meetings (MOM) and action trackers.

• Maintain an Outstanding Works / Action Tracker and follow up until all actions are closed.

• Ensure proper filing and availability of O&M Manuals, As-Built Drawings, warranties, inspection reports, and equipment records.

• Support the Manager in preparing audits, inspections, management reports, and operational documentation.

Education

• Diploma or Bachelor’s degree in Facilities Management, Business Administration, Account, IT.

• 4-5 years of relevant experience.

Desired Candidate Profile

Essential Skills

• Excellent Microsoft Excel, Word skills and Power Point.

• Good knowledge of Document Control systems and document registers.

• Ability to maintain trackers, logs, records, and databases accurately.

• Good understanding of FM operations, preventive maintenance, work orders, and service contracts.

• Strong follow-up and coordination skills.

• Good communication skills with contractors, suppliers, technicians, and management.

• Ability to prepare professional reports, MOMs, and presentations.

• Good knowledge of KPIs and SLAs.

• Strong attention to detail and document accuracy.

• Good time management and organizational skills.

• Ability to manage multiple tasks and meet deadlines.

• Good written and spoken English; Arabic is an advantage.

• Experience with CAFM/CMMS systems is highly desirable.