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Facilities Administrator

Manpower Middle East LLC

Manpower Middle East LLC
Dubai, Dubai
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Job Details

Our client, a multi national financial services company is urgently seeking to recruit an experienced Facilities AdministratorDuties and ResponsiblitiesTo provide operational supportTo ensure all Departments have the necessary support and working environment to undertake their roles Provide assistance to the Corporate Real Estate Team in providing a workplace to meet the changing needs of the DepartmentsPrinciple ResponsibilitiesKey Results AreaFront of House Facilities Business Contact Reception V Responsible and first point of contact for main switchboard calls and all Visitors to the reception First point of contact for all facilities related requests and issues Meeting Rooms V Update calendars and meeting bookings as required V ensure rooms are clean and tidy and monitor for any issues with equipment or misuse of booking Monitor Contractor performance and attend monthly meetings Daily monitoring and top up of kitchen supplies V teacoffee etc., work with Facilities Co-ordinator to ensure any purchasing of stock is undertaken as necessary.Monitor through audits and building walk-throughs V cleaning standards and health and safety issues Post and Couriers V Undertake all tasks necessary relating to both Incoming and Outgoing post to include all Royal Mail, DHL and express couriers.Action any health and safety requests as necessary Facilities Assistance Implement and Monitor iFAMS Service Requests coming onto the system and action any that are a specific business needs V business cards Provide cover for Facilities Co-ordinatorReception in times of any sickness or holiday absence Work with and assist Reception Team with meeting booking, car park passes, post and courier services, meeting room set up Ensure PPM Activities are completed as planned Finance Process business invoices in line with procedures agreed with AP and escalate any non-payment as necessary. Process cheques, remittance advice notices, terminations and general correspondence to ensure it is scanned passed onto the relevant department in a timely manner.Work with Senior Administrator to process payments and ensure Business Rents Rates and Community Fees are paid Monitor and record facilities spend throughout the Dubai OfficeBusiness Support Support the business and be SME in Procurement Processes iProcurement and iExpenseWork with Controllership to raise any necessary VSMs and Purchase Orders Raise SIRAs, Purchase Requisitions, and Purchase Orders and monitor MarkView to ensure best practise throughout the business. Assist with Sales Teams Scanningattaching information within Sales Force and generally monitoring to ensure good practise and all documentation can be retrieved if necessary. Maintain accurate and up to date physical filing system and archive documents in a timely manner. Assist with the collation, typing and binding of any RFIs, etcupervise and escort contractors on site who are not background checked Assist the business as necessary to review and development processes and procedures on a regular basis to not only maintain a good understanding of the tasks to be complete but also offer suggestions and alternatives approaches as necessaryWork with Reception Team to ensure all directories and seat plans are up to date (and accurate)Work with Building Management where necessary to co-ordinate out of hours works Work loosely with the wider CRE Team V Security and HandS Work with Facilities Manager to update and maintain records in FM Interact V seat planning tool Work with Finance and All Departments to understand business needs for additional desks


Key Competencies Stakeholder and Business Team Leader relationship and time management skills Self-directed and motivated Ability to deal with both Internal and External Customers Suppliers Required Experience (education, skills -professionaltechnicalbusiness) Client Delivery focused. Self-starter and ability to use own initiative. Complete knowledge of MS Office packages (Word, Powerpoint, Outlook, Excel). Experience of working in small teamoffice environment, quick to learn and adapt to change. Excellent written, verbal communication and inter-personal skills. Excellent organisation skills with accuracy and attention to detail. Good cultural sensitivity. Ability to liaise at all levels of the organisation. Good organisation and administration skills.
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About ManpowerGroup

Manpower Group, the world leader in innovative workforce solutions, creates and delivers high-impact solutions that enable our clients to achieve their business goals and enhance their competitiveness. With over 60 years of experience, our $19 billion company creates unique time to value through a comprehensive suite of innovative solutions that help clients win in the Human Age. These solutions cover an entire range of talent-driven needs from recruitment and assessment, training and development, and career management, to outsourcing and workforce consulting. ManpowerGroup maintains the world’s largest and industry-leading network of nearly 3,900 offices in over 80 countries and territories, generating a dynamic mix of an unmatched global footprint with valuable insight and local expertise to meet the needs of its 400,000 clients per year, across all industry sectors, small and medium-sized enterprises, local, multinational and global companies. The ManpowerGroup suite of solutions is offered through ManpowerGroup Solutions, Experis, Manpower, and Right Management.

Learn more about how the ManpowerGroup can help you win in the Human Age


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