Senior Facilities Management Coordinator

About This Role

Every employee at Al Rostamani Group plays a role in making a real difference to the business and our customers. We care for our employees by offering them meaningful and purposeful work and an opportunity to grow, learn, contribute and succeed. Today, the Al Rostamani Group has come a long way since its birth in 1957. Our group has grown steadfastly with the guiding principles of Commitment, Care & Vision, alongside a strong sense of active involvement in the community. We are a well-diversified group, with a key presence in industries such as General Trading, Automobiles and Heavy Equipment, Travel, Foreign Exchange, Financial Services, Property Management, Construction, Infrastructure Development and Information Technology Services. Our Group employs approximately 2000 people from 41 different nationalities, which contributes to our multicultural and multi-national environment.

Job Purpose Providing administrative support and work with the Facility Manager in supporting the maintenance and property management of certain properties.

Job Responsibilities

• Act as the single point of contact for all Maze Tower tenants for facility and property-related matters.
• Draft all tenant communications (notices, circulars, responses) and submit to the Facility Manager for review and approval prior to release.
• Monitor and respond to tenant emails by preparing standard initial responses, coordinating with relevant service providers, and issuing closure communications upon completion.
• Log, track, and follow up on all tenant complaints and service requests to ensure timely resolution and proper closure.
• Coordinate tenant access for inspections, maintenance, and repair works and communicate access details to service providers.
• Obtain and coordinate quotations for maintenance and repair works in line with the approved procurement policy for FM review.
• Conduct regular site walks and submit weekly condition reports highlighting maintenance issues, risks and required corrective actions for Maze Tower.
• Arrange and coordinate meetings and liaise with internal stakeholders and group companies to resolve operational and facility-related matters.
• Schedule and participate in pre-inspection and final inspection of leased units, prepare restoration letters, and submit all relevant documentation to the administration team for security deposit refund processing.
• Ensure leased units are fully prepared and fit for handover (except commercial fit-out) including coordination of maintenance, cleaning and rectification works.
• Manage access control activities including access cards, visitor management, and parking coordination in line with building policies.
• Issue violation notices to tenants for non-compliance with building rules and follow up to ensure timely corrective action and closure.
• Prepare and submit weekly activity and performance reports to the Facility Manager covering completed tasks, pending issues, and risks.
• Organize meetings, prepare minutes of meetings (MoM), and follow up on action items until closure.
• Perform any other duties assigned by the Facility Manager related to property and facility operations.
• Invoice processing for marketing agencies.
• Government related works – tenancy contract renewal, Naqoodi and RTA permits as and when required.

Job Requirements 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.