Administration Coordinator

Job description / Role

We are currently seeking a qualified Administration Coordinator to manager the physical office and administrative services to ensure the smooth operation of the facility and to provide the appropriate back office support to the operational divisions for the Company.

Preference will be given to qualified candidates who can provide support services in accordance with the KEOs policies and procedures, including but not limited to:
- Manage office security, including access cards.
- Manage building health and safety, and evacuation procedures.
- Prepare records and reports for safety and maintenance.
- Create a schedule of regular evaluation of the facilities.
- Ensure that all equipment and other facilities are working properly.
- Initiate interventions to solve problems within the facility.
- Manage housekeeping and general services.
- Manage cleaning, repair and maintenance of the facilities in accordance with the PPM Schedule, or as required.
- Participate in the development of policies and procedures that affect the use of supplies and facilities.
- Train facilities service staff to ensure competent work output.
- Initiate staff development programs such as skills enhancement training.
- Ensure that reporting staff follow the established policies and procedures as applicable to their positions.
- Educate reporting staff of the establishment on the proper use and care of equipment and other facilities.
- Work with division managers to plan/coordinate office renovations, space allocation and equipment purchases.
- Manage office moves.
- Manage printing and reprographics delivery and monitor expenses.
- Maintain records of required licenses for offices assigned to each main office (Doha). Coordinate with CBD if and as required .
- Manage Staff Housing as required.
- Manage document archiving in accordance with established policies.
- Participate in preparing the facilities budget. Suggest where costs can be reduced.
- Report financials to Director on a monthly basis for each office.

Requirements

- Experience in Facilities and Administration Management.
- Require a minimum of 7 years of office management experience, in an office of a similar size.
- Preferred experience within the Gulf region, in the Engineering, Architectural or Design sector.
- Must have knowledge of established standard office policies and procedures (may assist in the preparation of such policies prior to approval.)
- Must have the ability to work in a multicultural environment.
- Must have strong leadership skills.
- Must have excellent written and verbal communication skills.
- Must have the ability to communicate effectively in a multicultural environment.
- Must be able to multitask and coordinate several activities at once.
- Must be able to identify and solve problems.
- Must have effective time management skills.
- Must be proficient in MS Word applications.

About the Company

KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration – through conceptualization – to realization of planning, design or project delivery in the built and natural environments. For over 57 years we’ve led with vision, contributing to many of the world’s most ambitious projects, iconic places, remarkable experiences and prosperous communities.

As a highly integrated and agile AEP/PMCM firm, KEO is ranked by ENR in the Top 225 International Design Firms; in the Top 20 International PM/CM Firms; and by World Architecture as 50th largest global architecture firm and #1 Firm in the Middle East Region in their 2021 WAS 100 Survey.

We invite you to join us.