Facilities Administrator

Job description / Role

Facilities Administrator Ref: 29280 Dubai, UAE

The Opportunity:

We are seeking a highly organized and detail-oriented individual to fill the position of Facilities Administrator. The ideal candidate will have a strong background in facilities management and a passion for ensuring a safe and efficient work environment. This role requires excellent communication and problem-solving skills, as well as the ability to work well under pressure and meet tight deadlines.

As a Facilities Administrator, you will be responsible for overseeing all aspects of facilities operations, including maintenance, security, and infrastructure. You will collaborate with various teams and stakeholders to ensure that the facilities are compliant with regulations and meet the needs of the organization. This is a dynamic role that requires a proactive mindset and the ability to adapt to changing priorities.

The Main Responsibilities will include:

• Close liaising and working relationship with the on-site team.
• Providing technical FM support for the team with a specific focus on MEP, fabric and civil services.
• Attending all operational review meetings with sub-contractors.
• Managing continues observation of the MEP defect liability of new buildings and any procured maintenance team to ensure all PPM is completed in a timely and effective manner
• Inspecting of all CAFM produced maintenance tasks and returned checklists from sub-contractors.
• Handling a minimum check of 10% of all completed PPM tasks.
• Ensuring water hygiene is managed effectively by the nominated sub-contractors.
• Supporting the company by coordinating and assisting with condition surveys, reviews of amended drawings and O&M manuals, budget development and assisting with the development of an asset register.
• Coordinating support for directly procured technical services within budget.
• Managing operation of a CAFM system that incorporates an off-site help desk.
• Supporting the facilities manager with technical supplier relationships and quality reviews.
• Supporting the site FM team to ensure that FM services are delivered in accordance with contractual requirements and in accordance with Macro HSE policy and guidelines.
• Undertaking administrative tasks including document control and process control in support of the FM team.
• Preparing progress reports as required by the clients in accordance with Macro procedures.
• Handling delivery of toolbox talks to MEP team to ensure the safe delivery of operational activities.
• Understanding and issuing the permit to work and hot permit to work system and ensure that all users fully understand the process and deliverables.
• Understanding method statement, risk assessment, hazard spotting and risk mitigation.
• Liaising with FM team in managing the risk register items.
• Delivering site induction training to all new sub-contractors coming to the company.
• Ensuring that all fire life safety systems are kept as close to commissioning levels at all times.
• Ensuring at all times that sub-contractors under your control carry out their work safely and with due regard for others in accordance with HS&E procedures and instructions, contractual, legislative and local requirements.
• Reporting immediately any non-conformance, unsafe act or unsafe condition to line management for investigation and corrective action.
• Reporting immediately to line management if they sustain an injury or become ill whilst at work, or where they are directly involved in or witness any serious incident, dangerous occurrence or significant environmental pollution incident.
• Notifying line management of any identified or suggested opportunity for improvement of the HSEMS and associated health, safety and environmental risk controls.

Requirements

• FM experience.
• With knowledge in Health and Safety preferred.
• Excellent multi-disciplinary technical knowledge.
• Good organisational, relationship and communication skills.

Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.

About the Company

Macro, formerly known as Mace Operate, is now an independent facilities management company employing more than 750 people around the globe, with an annual turnover of £130m. The business will continue to provide market-leading facilities management services to some of the world’s largest brands.

Today’s workplace has the power to help realise business objectives and support a healthy workforce. For this reason, it’s never been more important to see facilities management as more than operations.

Done well, facilities management allows businesses to focus on their core function. Done exceptionally well, it positively impacts business strategies and ambitions.

For over 21 years, Macro has been designing experiences for our clients that exceed expectations. Across commercial offices, government buildings, and cultural landmarks, we demonstrate the true, often uncovered, value of the workplace.