Assistant Officer - Administration

Job Description

The Asst. Officer – Administration will provide administrative and coordination support to the Facilities Management operations team, ensuring smooth and timely completion of day-to-day administrative activities. The role will support site operations, maintain records and reports, coordinate with internal departments, clients, contractors and service providers, and follow up on operational requirements through digital and communication platforms.

Responsibilities

Provide administrative support to the Facilities Management and Operations teams.

Coordinate with site teams regarding routine administrative and operational requirements.

Maintain accurate records of facilities, sites, employees, contractors and service providers.

Prepare and update daily, weekly and monthly operational reports and trackers.

Assist in monitoring work orders, service requests and pending operational activities.

Follow up with supervisors, technicians, service providers and contractors on outstanding requirements.

Coordinate with internal departments to ensure timely completion of operational requests.

Assist in preparing quotations, purchase requests, work orders and other operational documentation.

Maintain electronic records of contracts, service reports, quotations, invoices and related documents.

Support the preparation of client reports, presentations and operational updates.

Assist in tracking preventive maintenance and routine service activities where required.

Coordinate the collection of site information, attendance records, service reports and other operational data.

Assist the Operations team with client and contractor correspondence.

Monitor administrative trackers and highlight overdue or pending actions to the reporting manager.

Support mobilization and demobilization activities for FM contracts and sites.

Assist with employee onboarding, deployment and documentation in coordination with People & Culture and Operations.

Support the preparation and maintenance of staff deployment, attendance and leave records.

Ensure proper filing and confidentiality of company, client and employee information.

Assist in maintaining compliance-related documentation required for FM operations.

Coordinate meetings, site visits and virtual meetings as required.

Provide administrative support for audits, inspections and management reviews.

Perform other administrative and operational support duties assigned by management.

Qualifications

UAE nationals with Family Book

PREFERRED : Higher secondary education + admin capacity.

Knowledge & Skill

• An Excellent communicator.
• Time management, Professional attitude.
• Good team player.
  
  

• PREFERRED :
• MINIMUM : Pleasant nature, good communication skills, Good typing skills.