Facilities Coordinator

Job description / Role

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group's entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day

Overview of the role :

The Facilities Coordinator will provide administrative support to the Senior Facilities Manager and the organization, manage office functions including: Work Order coordination, Security badge and access assignments, database management, daily office operations, coordination of budgeting/accounting systems, maintaining office records, and providing general support services for the divisional staff.

What you will do :
- Maintain staff roster schedule and allocation across all sites.
- Accountable for both managing and forwarding the daily site attendance and maintaining comprehensive records and files for the staff both outsource and in-house operatives.
- Optimize communication and collaboration between the on-site team and supervisors to enhance overall synergy and efficiency.
- Comply with the Integrated Management System (IMS) and meet the Health, Safety, and Environment (HSE) requirements outlined by the client and company.
- Ensure the completeness and alignment of essential documentation with the company's quality assurance system for optimal efficiency and adherence to standards.
- Consistently contribute to, recommend, implement, and communicate enhanced processes, policies, and procedures, with an ongoing commitment to achieving greater efficiencies and heightened customer satisfaction.
- Facilitate the organization, document meeting minutes, and actively participate in regular staff meetings, utilizing them as a foundation for establishing consistent standards in both quality of work and behavior.
- Establish monthly reporting format in line with the requirements, ensuring accurate information capture, and adhere to timely submission for both internal and external reporting requirements.
- Contribute to the seamless integration of the CAFM system into operations by assisting in tasks such as generating work orders, managing closures, and facilitating the reporting process.
- Able to create work order request thru the CAFM system and quotations to the client and coordination with operations on confirmed task and tracking every WO's and payments.
- Coordination with various contractors, raising concerns, tracking reports, invoicing, and other matters that is necessary to support the operation.
- Coordinates with internal support group for any matter such logistics & transportation, helpdesk, stores, procurement, training to avoid any interruption with the team's operation or scheduled task.
- Ensure other administrative tasks like archiving, document transmittals, all kind of reporting, etc. are part of day-to-day task. Accountable for liaising and coordinating with the HR department concerning employee needs, including but not limited to overtime, annual leave, sick leave, visa renewal, passport renewal, and Emirates ID follow-ups.

Requirements

Required skills to be succesful :
- Excellent computer skills in Word, Excel is required
- Strong staff management skills
- Excellent verbal and written communication skills
- High level of customer orientation / understanding
- Trouble shooting and problem-solving skills
- Experience working with any CAFM (Maximo, FSI, etc..)

What equips you for the role :
- Minimum of 4-5 years of experience working as admin or coordinator in FM industry
- Secondary school qualification. Bachelor's degree would be an added advantage.

About Al-Futtaim Engineering & Technologies
Al-Futtaim Engineering & Technologies offers customers complete engineering and systems integration solutions.

The Engineering arm operates in the UAE, Qatar, Saudi Arabia and Egypt providing a wide variety of products and services from air conditioning, scaffolding and access solutions, elevators and escalators, control and life safety, facilities management, building products, MEP, Energy Management, Technology Infrastructure and Digital Transformation.

The Technologies division provides complete business solutions to large, medium and small customers that include, contact centre solutions, business applications, business intelligence, data management, advanced analytics amongst others. The IT infrastructure portfolio comprises IP telephony, ELV systems, networking solutions, professional audio-visual solutions and managed services.

These solutions are further complemented by services that include project management, installation, testing, commissioning and after-sales maintenance contracts.

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.