Facility Management (FM) Administrator

Job description

Administrative & Documentation

• Maintain and update FM records, logs, and databases (maintenance requests, work orders, asset records, AMC documents).
• Prepare and issue NOCs, undertaking letters, and approvals for tenant fit-out works and additional modifications.
• Prepare and process work permits, gate passes, access permits, and related documentation.
• Maintain proper filing (hard copy and soft copy) for contracts, invoices, reports, and correspondence.
• Assist in preparing reports, presentations, and meeting minutes for FM management.

FM Operations Support

• Coordinate day-to-day FM activities related to maintenance and services.
• Coordinate with FM contractors and service providers for timely execution of works.
• Follow up on pending tasks, snags, and corrective actions.
• Support emergency response coordination when required.

Tenant & Contractor Coordination

• Act as a point of contact between tenants, FM team, and contractors.
• Coordinate site access for contractors and suppliers.
• Ensure all contractor documentation (insurance, manpower, permits) is valid and approved before site access.
• Support tenant fit-out and reinstatement processes from an administrative perspective.

SAP / Systems

• Create and track
• PR/PO status
• in SAP.
• Process

Goods Receipt (MIGO)

• upon completion of works.
• Coordinate invoice submission and follow up with finance/procurement teams.
• Update service and work order documentation accordingly.

Compliance & Support

• Ensure compliance with site rules, safety requirements, and FM procedures.
• Assist FM engineers and managers during inspections, audits, and authority visits.
• Support preparation of documents for QCDD, municipality, and other authorities.

Qualifications & Experience

• Diploma or Bachelor’s degree in Business Administration, Facilities Management, or a related field.
• **2–5 years of experience**
• in an FM administrative role (mall, residential, commercial, or mixed-use projects preferred).
• Experience in Qatar or GCC is an advantage.

Skills & Competencies

• Strong organizational and documentation skills.
• Good communication skills (written and verbal).
• Proficient in

MS Word, Excel, Outlook

• (SAP knowledge is a strong advantage).
• Ability to coordinate with multiple stakeholders.
• Basic understanding of FM operations, maintenance workflows, and permits.
• Attention to detail and ability to work under pressure.