Facilities Management Supervisor

Overview

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• Provide administrative support to the Facilities Engineers and Facilities Manager
• Respond to incoming telephone calls in a professional manner, determine purpose of calls, and forward them to appropriate personnel or department. Take and deliver messages or transfer calls to voice mail when personnel are unavailable
• Compose standard letters and memoranda in response to inquiries
• Act as liaison between the other administrators’ by transmitting directives, instructions and assignments and following up on the status of the same
• Produce a variety of documents, charts, and graphs in final form
• Organize department meetings, prepare minutes and follow up on matters arising thereof
• Prepare and track LPOs using SAP system
• Manage invoice input onto SAP and coordinates authorisation with Facilities Engineers/Senior Facilities Manager
• Assist with preparation of the office or property budgets
• Collating information such as expenditure, tenant recharges
• Establish and maintain various filing and record management systems
• Oversees all aspects of general office coordination - i.e. desk/seat assignments, stationery supplies, ICT equipment/machines, and Business Support requirements are liaised efficiently between the Senior Facilities Manager for approval
• Follow up with Leasing, HR and Finance departments regarding issues, payments and contracts due
• Create and process Delegation of Authority approval documents such as leave requests and invoices, reports, memos, letters and financial statements with the adept use of MS Office programs such as Word, Excel, PowerPoint
• Follow up tenant documentation IE Dubai Municipality certificates for fit outs, completion certificates
• Assist in compilation of monthly reports/variance reports
• Track statutory maintenance records and follow up

Qualifications

• Degree or diploma in Business Administration

Experience

• Minimum 5 years of relevant experience in the UAE property market management
• Experience successfully creating and/or modifying processes
• Experience in Visio and CAD would be an advantage

Knowledge & Skills

• Ability to interact with staff at all levels
• Good interpersonal skills
• Maintain high level of confidentiality
• Ability to work under pressure
• Effective Communication skills
• Attention to details
• Competent in Microsoft Office Software and CAFM
• Proficiency in English (spoken and written) / Arabic is an advantage
• Customer service oriented
• A good understanding of property maintenance, methodologies and processes
• A good communicator, with a track record of well-organized methodical work patterns
• Able to work autonomously and react quickly in high pressured situations
• At Al Rostamani Group, we seek talented people who work hard to achieve great things.
• We consider not only your skills and experience, but also your passion for the role, your desire to learn and how well you align with our core values of care, commitment and vision.
• If this position represents an opportunity you wish to pursue, we invite you to apply.