Facilities Operations & CAFM Coordinator

Position:
Facilities Coordinator
Responsibilities:
As a Facilities Coordinator, you will offer administrative assistance to the Senior Facilities Manager and the organization. Your key duties will involve overseeing office functions such as coordinating work orders, managing security badge and access assignments, maintaining databases, ensuring smooth daily office operations, managing budgeting and accounting systems, maintaining office records, and providing comprehensive support services to divisional staff.

Responsibilities:
Manage staff roster schedules and allocations across all sites.
Oversee and process daily site attendance, maintaining comprehensive records for in-house and outsourced operatives.
Foster communication and collaboration between on-site teams and supervisors to improve synergy and efficiency.
Ensure compliance with Integrated Management System (IMS) and Health, Safety, and Environment (HSE) requirements set by the client and company.
Maintain and align essential documentation with the company’s quality assurance system for optimal efficiency and adherence to standards.
To boost efficiency and customer satisfaction, drive continuous improvement by suggesting, implementing, and communicating enhanced processes, policies, and procedures.
Organize meetings, document minutes, and actively participate in staff meetings to establish consistent standards in quality of work and behavior.
Develop monthly reporting formats, ensuring accurate information capture and timely submission for internal and external reporting requirements.
Support integrating the Computer-Aided Facility Management (CAFM) system into operations by managing work order closures and facilitating the reporting process.
Generate work order requests and quotations through the CAFM system, coordinate with operations for confirmed tasks, and track progress and payments.
Coordinate with contractors, addressing concerns, tracking reports, invoicing, and other operational support matters.
Collaborate with internal support groups such as logistics, transportation, helpdesk, stores, procurement, and training to prevent interruptions in operations or scheduled tasks.
Handle administrative tasks, including archiving, document transmittals, and various reporting activities.
Liaise and coordinate with the HR department regarding employee needs such as overtime, annual leave, sick leave, visa renewal, passport renewal, and Emirates w-ups.

Key Skills Required for Success:
Proficiency in Microsoft Word and Excel is essential.
Demonstrated ability in staff management.
Exceptional verbal and written communication abilities.
Strong customer orientation and understanding.
Proficiency in troubleshooting and problem-solving.
Experience with Computer-Aided Facility Management (CAFM) systems such as Maximo, FSI, etc.

Qualifications for the Role:
A minimum of 4-5 years of experience in administrative or coordination roles within the Facility Management (FM) industry.
Secondary school qualification is required, while a Bachelor’s degree would be advantageous.