Office And Facilities Administrator

About us

ARENGY is a Digital and Cybersecurity Consulting Company operating in the Middle East from Dubai. Our customers are the most successful industry leaders executing projects around the globe. We are partnering with a global leader in advanced technologies for aerospace, defence, security, and transportation looking for an Office & Facilities Administrator to join their team in Dubai.

Job Description

This is a predominantly administrative role, responsible for supporting the management of our client's office locations across the UAE. The position combines office administration with facilities coordination, lease management, contractor supervision, maintenance follow-up, and fit-out support.

The successful candidate will:

• Coordinate the day-to-day administration and operational requirements of all office locations.
• Maintain records relating to leases, renewals, tenancy or ownership, service agreements, approvals, access, and other important dates.
• Support office fit-out, refurbishment, alteration, reinstatement, and improvement projects.
• Obtain and compare quotations and coordinate contractors, fit-out companies, maintenance providers, landlords, and building management teams.
• Arrange site access and required documentation, including permits, access passes, insurance certificates, and building approvals.
• Conduct site visits to monitor fit-out, repair, maintenance, and refurbishment work.
• Track work progress, identify outstanding issues, coordinate snagging, and ensure corrective actions are completed.
• Organize preventive and corrective maintenance and maintain accurate service and repair records.
• Monitor related costs, invoices, and purchase requests, confirming that work has been satisfactorily completed before payment processing.
• Coordinate office moves or operational changes while minimizing disruption to employees.
• Ensure each office remains safe, functional, presentable, properly equipped, and ready for daily operations.
• Provide regular updates to management and relevant internal stakeholders.

Required qualifications

• Previous experience in office administration, facilities coordination, office management, property administration, or a similar role.
• Experience working for or closely with a fit-out, facilities management, construction, property management, maintenance, or office services company is strongly preferred.
• Practical understanding of office fit-out, maintenance, refurbishment, snagging, and contractor coordination.
• Experience maintaining lease, renewal, vendor, property, or facilities documentation.
• Ability to review quotations, follow up on costs and invoices, and monitor work against the agreed scope and schedule.
• Comfortable conducting site visits and monitoring contractors across multiple office locations.
• Strong organizational, documentation, coordination, and follow-up skills.
• Able to communicate effectively with landlords, contractors, suppliers, building management, employees, and senior stakeholders.
• Proactive, detail-oriented, and capable of managing several administrative and facilities-related priorities simultaneously.
• Good English communication skills.
• Good working knowledge of standard office and administrative software.

Mandatory: Applicants must hold a valid UAE or GCC driver's licence and be able to travel between office locations when required. Applications from candidates without a valid UAE/GCC driving licence will not be considered.