Workplace Coordinator

Key Responsibilities Workplace Operations & Service Delivery

• Support daily workplace operations across soft and hard services within an IFM environment
• Coordinate workplace services including cleaning, pantry, stationery, MEP support, waste management, courier services, shredding, printers, and office supplies
• Manage building access coordination including access cards, contractor permits, and landlord building management liaison for access related matters
• Support Preventive Planned Maintenance (PPM) coordination and ensure schedules are tracked and followed
• Conduct and track weekly and monthly site inspections, escalating issues and monitoring corrective actions
• Support workplace projects, office layout changes, and minor works as directed by the Regional Facility Manager
• Maintain accurate workplace records, trackers, and site documentation

• Support work order logging, coordination, tracking, and closure through the designated IFM system e.g. Corrigo, CMO
• Coordinate with vendors and service providers to ensure timely resolution of reactive and planned requests
• Monitor service delivery status and elevate delays or service risks to the Regional Facility Manager
• Support reporting and data accuracy related to workplace service requests

• Coordinate vendors, suppliers, and contractors to ensure services are delivered in line with SLAs
• Schedule vendor activities and monitor site compliance with access rules and working hours
• Collect and upload contractor working hours and related documentation as required
• Support quotation requests, service reviews, and minor procurement activities under guidance

• Support procurement activities including raising and tracking purchase orders for fixed and variable services
• Assist with invoice validation, submission, and follow‑up through approved finance systems e.g. Coupa, JDE
• Maintain financial trackers and support monthly cost visibility
• Support budget tracking and financial reporting under the guidance of the Regional Facility Manager
• Maintain accurate records of contracts, vendors, and recurring services

• Support health and safety requirements including logging incidents and near misses in the required systems
• Coordinate compliance activities such as AED defibrillator checks and statutory inspections
• Support internal and external audits by maintaining accurate documentation
• Escalate safety concerns or incidents promptly to the Regional Facility Manager

• Act as a primary point of contact for employees, visitors, and guests regarding workplace services
• Support onboarding activities including access card coordination and workplace readiness
• Coordinate meeting room services, events, and engagement activities as required
• Deliver responsive, professional, and customer focused support to client stakeholders
• Follow up on service requests to ensure a positive workplace experience

• Support SLA and KPI tracking and assist with operational reporting
• Identify opportunities for process improvement and service efficiency
• Maintain accuracy of workplace data logs and reports
• Support account initiatives aligned with client satisfaction and operational excellence

• Strong customer service orientation and professional communication skills
• Excellent organizational and coordination abilities
• Ability to manage multiple priorities in a fast paced workplace environment
• Attention to detail and strong administrative capability
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• FM systems experience is an advantage
• Collaborative working style with vendors, clients, and internal teams

• 2 years experience in workplace coordination, facilities administration, or a similar role
• Bachelor’s degree preferred
• Experience supporting a corporate office or IFM environment is an advantage

Location:

On-site Dubai ARE