FM Administrator at DP World

Dubai, Dubai, United Arab Emirates -

Full Time

Start Date

Immediate

Expiry Date

24 Dec, 25

Salary

0.0

Posted On

25 Sep, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Documentation Management, Data Analysis, Reporting, Task Coordination, Procurement, Inventory Control, Compliance Tracking, Stakeholder Communication, Continuous Improvement, Facilities Management, Vendor Coordination, Audit Preparation, KPI Management, Meeting Coordination, Process Improvement

Industry

Logistics;Transportation;Supply Chain and Storage

Description

1. Administrative & Documentation Support • Provide comprehensive administrative support to the FM team. • Manage correspondence, documentation, filing systems, and facility-related records. • Maintain up-to-date records of FM contracts, maintenance schedules, permits, and compliance documents. • Update Job Descriptions and Organization Charts as required. • Assist in the creation of Purchase Requests (PRs) and track invoice submission and purchase order status. 2. Reporting & Data Management • Collaborate and review department KPIs, preparing quarterly reports for the Section Head. • Prepare daily, weekly, monthly, and quarterly reports on FM operations, activities, and performance. • Analyze operational data to identify trends and recommend improvements. • Prepare work progress presentations summarizing related FM activities. • Support the team in audit preparation and compliance documentation. 3. Task & Work Order Coordination • Coordinate with contractors, service providers, and vendors to ensure timely completion of preventive and corrective maintenance activities. • Track and monitor the progress of all active FM activities on a daily basis. • Follow up with service providers/vendors for collection of monthly reports and validation of supporting documents. • Record minutes of meetings, track progress, and schedule meetings in line with contractual and ad-hoc requirements. 4. Procurement & Inventory Control • Assist with procurement by preparing PRs and liaising with vendors. • Ensure accurate and updated inventory records for materials and consumables. • Support the Quality & Support section with the implementation of new systems and procedures. 5. Compliance & Regulatory Support • Track regulatory compliance records and notify the team prior to expiry of certifications. • Ensure all FM activities comply with internal policies and external regulatory requirements. • Support in drafting SLAs, KPIs, and maintaining compliance documents. 6. Stakeholder Communication & Coordination • Communicate effectively with internal departments, business units, vendors, and contractors. • Serve as a liaison between FM, contractors, and other departments. • Respond promptly to inquiries and requests related to FM operations. • Collaborate with cross-functional teams to support overall business objectives. 7. Continuous Improvement & Industry Best Practices • Keep updated with industry trends in Facilities Management. • Recommend and implement best practices to improve efficiency and service quality. • Contribute to cost optimization and process improvement initiatives. #LI-JS4

Responsibilities

The FM Administrator provides comprehensive administrative support to the FM team, managing documentation, correspondence, and compliance records. They also coordinate tasks and work orders, ensuring timely completion of maintenance activities and preparing various reports on FM operations.