Facility Coordinator – Admin

Position Overview

We are seeking a detail-oriented and proactive Facility Coordinator – Administration to join our team. In this role, you will play a pivotal part in ensuring the seamless operation of our facility by providing comprehensive administrative support, maintaining accurate records, and coordinating essential services. Your expertise will contribute to the efficiency of our facility management processes, fostering a productive and well-organized work environment.

Key Responsibilities

The Facility Coordinator – Administration will be responsible for a diverse range of tasks designed to support facility operations. Your core duties will include:

• Record Management: Maintain and organize facility records, documentation, and administrative files to ensure compliance and accessibility. This includes updating logs, tracking assets, and managing service requests with precision.
• Service Coordination: Act as a liaison between internal stakeholders and external service providers to coordinate maintenance activities, repairs, and other facility-related requests. Follow up diligently to ensure timely resolution and documentation of all service activities.
• Contractor and Vendor Management: Assist in the coordination, scheduling, and communication with contractors and vendors to ensure that all facility services are delivered efficiently and in accordance with contractual agreements.
• Administrative Support: Provide robust administrative support for contracts and budgets, including reviewing quotations, preparing reports, and assisting with financial documentation to support facility operations.
• Reporting and Documentation: Prepare periodic reports on facility operations, highlighting key metrics, service completion status, and any areas requiring attention. Maintain accurate records of all administrative and operational activities.
• Workspace Management: Support office setup, workspace arrangements, and internal moves to accommodate evolving business needs. Ensure that all transitions are executed smoothly and with minimal disruption to daily operations.
• Asset Tracking: Maintain comprehensive records of facility assets, including equipment, furniture, and supplies. Update tracking logs regularly to ensure accountability and efficient resource management.
• General Administrative Support: Provide essential administrative assistance to facility operations, including managing correspondence, scheduling meetings, and facilitating communication between departments.

Qualifications and Skills

To excel in this role, you should possess the following qualifications and competencies:

• Education: A Bachelor’s degree in Business Administration, Facility Management, or a related field is required.
• Experience: A minimum of 2 to 4 years of professional experience in facility coordination, administration, or office services is essential. Prior exposure to facility management or related fields will be highly advantageous.
• Technical Proficiency: Strong proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, is mandatory. Familiarity with facility management software or asset tracking tools is a plus.
• Communication Skills: Excellent written and verbal communication skills in both Arabic and English are required to effectively liaise with internal teams, contractors, and stakeholders.
• Organizational Abilities: Demonstrated ability to manage multiple tasks, prioritize deadlines, and maintain meticulous attention to detail in documentation and record-keeping.
• Certifications: Relevant certifications in facility management, safety compliance, or project management are desirable and will enhance your candidacy.

Requirements

To qualify for this position, candidates must meet the following requirements:

• A Bachelor’s degree in a relevant field.
• No visa sponsorship is required for this role.
• A minimum of 2 years of professional work experience.
• Proficiency in Microsoft Office applications.