Facilities Manager

Job description

Job Summary:

Inter Systems is seeking an experienced and highly organised Facilities & Office Manager to lead facilities, workplace and office operations across the Middle East region.

Based in Dubai, the role will have primary responsibility for ensuring the Dubai office provides a safe, professional, efficient and high-quality working environment, while providing facilities and operational support to other regional offices as required.

This is a hands-on and diverse role requiring strong experience in
Facilities Management, Workplace Operations and Office Management
. The successful candidate will manage facilities, suppliers, contracts, office projects, compliance and general office administration, including company licences, insurance and other operational renewals.

Key Responsibilities

Facilities & Workplace Management

• Lead the day-to-day facilities and workplace operations for Inter Systems offices across the Middle East, with primary responsibility for the Dubai office and regional support as required.
• Ensure all offices provide a safe, functional, professional and high-quality working environment for employees and visitors.
• Oversee planned and reactive maintenance, ensuring issues are resolved efficiently and with minimal disruption to business operations.
• Act as the primary liaison with landlords, building management, contractors and facilities service providers.
• Manage facilities services including maintenance, cleaning, security, utilities, office equipment and workplace services.
• Maintain accurate records relating to maintenance, service contracts, facilities assets, certificates and compliance documentation.
• Monitor facilities performance and identify opportunities to improve service quality, efficiency and cost management.

Office & Corporate Administration

• Manage general office administration and operational requirements for the UAE office and provide support to other regional offices as required.
• Maintain a tracker for key company, office and operational renewals, ensuring licences, registrations, insurance policies and other required documentation remain current.
• Coordinate the renewal of company licences, office-related permits, registrations, insurance policies and other corporate documentation.
• Liaise with relevant authorities, free zones, landlords, insurers and external service providers on office and operational requirements.
• Manage office supplies, equipment and workplace services, ensuring appropriate quality and cost effectiveness.
• Coordinate meetings, client visits, training sessions, events and senior management visits, including venue and catering arrangements.
• Coordinate employee travel arrangements, including flights, accommodation, visas and car hire, in partnership with the relevant internal teams.
• Support HR with employee services, company events and other office administration requirements.
• Support regional projects and operational initiatives as required.

Office Expansions, Moves & Fit-Outs

• Lead and coordinate office expansions, relocations, fit-outs, refurbishments and workplace upgrades across the region.
• Work with internal stakeholders to understand workplace and business requirements.
• Liaise with property agents, landlords and other stakeholders when identifying and evaluating potential office premises.
• Coordinate site visits and support the evaluation of office options, costs and commercial proposals.
• Work with architects, designers, contractors and service providers throughout office projects.
• Monitor project timelines, budgets and quality to ensure successful delivery.
• Coordinate employee moves and ensure minimal disruption to business operations.

Health, Safety, Security & Compliance

• Ensure offices meet relevant Health & Safety, security and workplace…