Junior Facilities Coordinator

MAIN DUTIES/RESPONSIBILITIES OF THE ROLE

• Support Reception with deliveries to the building and ad-hoc operational requests
• Assist with purchase requests/POs and invoice tracking (within internal controls).
• Monitor and restock pantry, washrooms, stationery, and critical office supplies.
• Receive, log and track facilities requests via landlord/building helpdesk and email
• Assist with the coordination of maintenance, repairs (reactive and planned).
• Schedule and supervise vendors (cleaning, maintenance, pest control, pantry services, furniture, etc.)
• Conduct routine office walkthroughs/maintenance checks and report findings and actions taken
• Support meeting rooms and client-area readiness (room setup, supplies, and basic A/V checks with IT)
• Support trading floor readiness and rapid response to operational issues (HVAC, lighting, power, leaks) and escalate when required
• Support fire/life-safety routines (fire alarm checks, fire marshalling and drills) and maintain records
• Support health and safety procedures and assist with compliance documentation
• Support building systems and site security processes (BMS and access control) and liaise with ADGM building management/landlord and other tenants as required

• Fluent in English (written & spoken);
  Arabic is an advantage
• Ability to work alongside an existing facilities management team and support stakeholders
• Strong interpersonal and relationship-building skills
• Experience coordinating external vendors/contractors and working within building/landlord procedures
• Ability to multitask and prioritise workload in a fast-paced environment
• Strong time management and follow-through
• Reporting and record-keeping skills (tickets, service reports, compliance logs)
• Clear and concise writing skills
• Teamwork skills and the ability to work with others (Reception, IT, Security and building management)
• IT skills including Microsoft Outlook, Word and Excel.
• Exposure to systems such as Office Space, Workday and Service Now is desirable
• Basic trainings such as First Aid are desirable
• Practical, proactive and solutions-focused work approach
• Ability to work independently as well as part of the team
• Knowledge of UAE building regulations and HSE requirements (or willingness to learn)
• Previous experience in a facilities, office operations, hospitality or reception environment is desirable but not essential
• Experience in architecture, MEP or a building site environment is desirable but not essential