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Job Description

JOB SUMMARY / PURPOSE

The incumbent will provide administrative support to facilities line managers; acting as liaison between the line managers and other parties; and monitoring assigned programs and/or projects within the MEP / Security / Soft Services department. The incumbent will perform a variety of administrative and clerical tasks. Duties of the Facilities Coordinator include providing support to managers and employees, assisting in daily office needs and managing the department’s general administrative activities.

The incumbent should have the required initiative, organizational problem-solving skills; ability to acquire knowledge of program operations, policies, and procedures. Incumbent is expected to work independently and carry out administrative details without requiring the immediate attention of the Operations Manager. Working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and directing the use of budgeted funds within a work unit.

Role and Responsibilities

  • Process timely monthly attendance of the staff for the payroll preparation in coordination with the payroll section.
  • Evaluates situations and events (e.g. involving other staff, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
  • Maintains a variety of records, supplies, calendar, schedules, files, etc. (e.g. employee time reports, fiscal information, work orders, payroll etc.) for the purpose of providing documentation in accordance with administrative and legal requirements.
  • Monitor activities and/or projects (e.g. new development, CAFM system, policies/procedures) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
  • Performs record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrator with necessary materials.
  • Prepares a variety of written materials (e.g. correspondence, memos, fiscal and statistical reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
  • Processes documents and materials (e.g. bid packets, contracts, specifications, purchase requisitions, mail, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
  • Responds to inquiries from a variety of internal and external parties (in person and by telephone) (e.g. staff, auditors, other Department Heads, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Qualifications

  • Bachelor’s Degree or equivalent in Mechanical, Electrical or Industrial Engineering.
  • Internationally or locally recognized membership organization of engineers desirable.

Experience

     Minimum three (3) years of progressively responsible general facilities management coordinator experience in facilities management industry or building maintenance.

Area
Dubai