Administration - FM

Job Description

Job Purpose

The role of Administration - FM at Inspire Integrated Facilities Management L.L.C is vital in ensuring the smooth operational management of facility administration within the UAE. This position supports the overall efficiency and effectiveness of our integrated facilities management services through proficient administrative oversight, coordination, and communication.

Roles, Responsibilities & Duties

• Manage and coordinate day-to-day administrative tasks related to facility management operations, ensuring all processes align with company standards.
• Oversee preventive maintenance scheduling and follow-up to ensure facility systems perform optimally and downtime is minimized.
• Interpret CAD drawings and collaborate with technical teams to support project and maintenance activities efficiently.
• Assist in the implementation and monitoring of waste management and energy conservation initiatives aligned with company sustainability goals.
• Coordinate operational aspects of HVAC, BMS, and CCTV system controls to support timely troubleshooting and maintenance tasks.
• Maintain clear and effective communication with internal teams and external stakeholders to uphold customer satisfaction and accountability.
• Participate actively in integrated FM planning sessions to contribute insights on administrative improvements and actions.
• Ensure compliance with safety regulations and company policies through consistent administrative documentation and follow-ups.
• Support teamwork initiatives by fostering collaboration across different departments within the operations team.
  
  

Qualification

The ideal candidate will possess a diploma or higher qualification in Facilities Management, Engineering, Business Administration, or a related field.

Additional certifications or training related to environmental management, energy efficiency, or facility operations management are highly advantageous.

Proficient knowledge of CAD interpretation and facility management software tools is essential to support operational functions effectively.

Familiarity with preventive maintenance planning and scheduling techniques is important for maintaining service standards.

Competence in managing waste management systems and understanding energy management principles will contribute positively to this role.

Strong foundational skills in technology and data fluency enhance the ability to navigate digital tools and reporting systems used within integrated facilities management.

Excellent communication and organizational skills are necessary to coordinate activities and foster customer-focused service delivery.

Demonstrated accountability, teamwork mindset, and action-oriented approach are critical to thriving in our dynamic operations environment.

Experience & Skills

The candidate should have proven experience in facilities management or related administrative support roles, ideally within integrated facilities management services.

Experience working with HVAC, BMS, and CCTV systems from an administrative and coordination perspective supports effective collaboration with technical teams.

Strong skills in preventive maintenance scheduling and execution follow-up are required to ensure uninterrupted facility operations.

Proficiency in interpreting CAD plans and utilizing relevant software tools to aid facility management tasks is highly desirable.

Competence in managing waste and energy conservation programs within a commercial or industrial setting is an added benefit.

Excellent interpersonal and communication skills are vital to handle customer interactions and internal teamwork effectively.

Action-oriented with the ability to prioritize tasks efficiently while ensuring compliance and accountability in operational activities.

Experienced in integrated facility management planning, with the capacity to contribute to continuous improvement initiatives.

A proactive, customer-focused approach combined with strong teamwork capabilities will enable success in this role.

Competencies

Energy management

Waste Management Systems

Preventive Maintenance Scheduling

Tech & Data Fluency (Foundational)

HVAC/BMS/CCTV System Control

Action Oriented

Integrated FM Planning

Customer Focus

Communicates Effectively

Ensures Accountability

Teamwork

Developing Talent

Team Player

• Leaderhip

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