FM Administrator

Role overview

Work orders and maintenance coordination

• Manage daily administrative activities supporting Facility Management and Maintenance operations.
• Log, assign, update, and track CAFM work orders; maintain accurate asset, location, priority, fault, technician, and document details.
• Schedule maintenance with technicians and supervisors; follow up on PPM, reactive maintenance, corrective actions, and pending work.
• Monitor response and completion times against service levels and escalate overdue or critical issues.
• Check completed work orders for service reports, technician remarks, required client acknowledgements, and attachments before closure.

Client and subcontractor coordination

• Record and track client requests, complaints, and service enquiries in CRM systems; provide updates and follow up on outstanding requests.
• Coordinate subcontractor visits, schedules, access arrangements, and maintenance report submissions.
• Coordinate with procurement and stores teams on material requests and availability affecting maintenance completion.

Reporting and records

• Prepare daily, weekly, and monthly reports covering work-order status, PPM completion, outstanding tasks, complaints, and operational performance.
• Maintain Excel trackers, dashboards, asset registers, maintenance schedules, service reports, inspection checklists, warranties, and subcontractor documents.
• Prepare meeting minutes, correspondence, presentations, and client reporting documents.
• Maintain technician attendance records, duty schedules, and timesheets; support audits and inspections by keeping records complete and accessible.

Qualifications and experience

• A diploma or bachelor’s degree in Business Administration, Facilities Management, or a related field.
• Previous experience in Facility Management or Maintenance administration.
• Hands-on CAFM experience and experience managing the full work-order cycle.
• Working knowledge of CRM systems; familiarity with PPM schedules, reactive maintenance, and service-level monitoring.
• Experience preparing operational reports and maintaining maintenance documentation.
• Experience supporting residential, commercial, or mixed-use facilities is an advantage.

Skills

• Good knowledge of Excel, including formulas, data filtering, pivot tables, and report preparation; proficiency in Word, Outlook, PowerPoint, and other Microsoft Office applications.
• Strong documentation, record-keeping, data-entry, and accuracy skills.
• Effective coordination, communication, and customer-service skills; good spoken and written English.
• Ability to prioritize tasks, manage multiple requests, meet deadlines, follow up proactively, solve problems, and work independently and as part of a team.

Workplace and employment

• Full-time role; work is in person.

Pay

• Pay is up to QAR 4,000 per month.