Facility Assistant - UAEN

Responsibilities

• Documentation & Compliance
  • Manage petty cash related to dialysis operations and maintain accurate records.
  • Assist in the creation, review, and implementation of facility-related policies, procedures, and workflows.
  • Ensure compliance with all facility-related operational policies including waste management, laundry services, recycling, fire safety, and regulatory requirements.
  • Maintain and update facility-related KPIs and reports.
  • Prepare and submit facility documentation, reports, and trackers for management review.
• Procurement & Ordering
  • Source non-clinical suppliers and obtain quotations as required.
  • Assist in preparing purchase requisitions through Oracle or designated procurement systems.
  • Coordinate inventory replenishment and facility-related purchasing requirements.
  • Support CAPEX submissions and approval processes for facility improvements and equipment purchases.
• Maintenance & Servicing
  • Maintain service and preventive maintenance calendars to ensure timely completion.
  • Coordinate with suppliers, contractors, and service providers for scheduled and urgent maintenance.
  • Ensure timely renewal of vehicle registrations, permits, and other facility licenses.
  • Serve as point of contact for assigned contractors and outsourced vendors.
  • Monitor and ensure completion of facility action plans and maintenance reports.
• Accommodation Management
  • Liaise with accommodation owners regarding contracts, payments, maintenance, and utility bills.
  • Ensure staff accommodation is efficiently managed and operational needs are met.
  • Monitor cleanliness, maintenance standards, and budget controls for accommodation facilities.
  • Coordinate procurement of accommodation equipment and furnishings with required approvals.
• Operational Support
  • Respond to general facility-related requests after working hours as required.
  • Prepare refurbishment allowance requests and ensure approval processes are completed.
  • Provide daily updates and operational reports to the Facilities Manager and Director of Facilities Management.
  • Support homecare facility operations including transportation, accommodation, and related logistics.
  • Attend facility meetings, committees, and operational projects as assigned.
  • Provide departmental coverage during the absence of the Facilities Manager or Facilities Administrative Assistant.
  • Perform additional duties as assigned by the Facilities Department leadership.

• Education
  • Diploma or Bachelor’s degree in Facilities Management, Business Administration, or related field
  • Facilities Management certification
• Experience
  • ESSENTIAL
    • Minimum 0 –1 year of facilities coordination or administrative experience
    • Strong organizational and documentation skills
    • Proficiency in MS Office applications
  • PREFERRED
    • Experience in healthcare or long-term care settings
    • Vendor and accommodation management experience
    • CAPEX and budget management experience
• Certification and Licensure
• Job Specific Knowledge and Skills
  • Strong understanding of facility operations and maintenance coordination
  • Knowledge of safety regulations, waste management, and compliance standards
  • Effective communication and vendor management skills
  • Strong problem‑solving and multitasking abilities
  • Ability to manage multiple priorities and meet deadlines
  • Financial administration skills including petty cash and budget tracking
  • Flexibility for on‑call operational support