Facilities Coordinator – CRE Full Time NEW

Every employee at Al Rostamani Group plays a role in making a real difference to the business and our customers. We care for our employees by offering them meaningful and purposeful work and an opportunity to grow, learn, contribute and succeed. Today, the Al Rostamani Group has come a long way since its birth in 1957. Our group has grown steadfastly with the guiding principles of Commitment, Care & Vision, alongside a strong sense of active involvement in the community. We are a well-diversified group, with a key presence in industries such as General Trading, Automobiles and Heavy Equipment, Travel, Foreign Exchange, Financial Services, Property Management, Construction, Infrastructure Development and Information Technology Services. Our Group employs approximately 2000 people from 41 different nationalities, which contributes to our multicultural and multi-national environment.

Job Purpose

To work with the Facilities Engineer and Facilities Manager in support of their roles in the Facilities Management, Corporate Real Estate Department and across the wider ARG portfolio. Providing administrative support to CRE team. Ensuring routine administration and documentary duties are completed allowing management team to concentrate of services facing details.

Job Responsibilities

• Provide administrative support to the Facilities Engineers and Facilities Managers.
• Compose standard letters and memoranda in response to inquiries.
• Act as liaison between the other administrators’ by transmitting directives, instructions and assignments and following up on the status of the same
• Produce a variety of documents, charts, and graphs in final form
• Organize department meetings, prepare minutes and follow up on matters arising thereof
• Prepare and track LPOs using SAP system
• Manage invoice input into SAP and coordinates authorization with Facilities Engineer/Facilities Manager.
• Assist with preparation of the office or CRE budgets.
• Collating information such as expenditure, Establish and maintain various filing and record management systems.
• Oversees all aspects of general office coordination – i.e. desk/seat assignments, stationery supplies, equipment/machines, and Business Support requirements are liaised efficiently between the Facilities Manager for approval.
• Follow up with Finance departments regarding issues, payments and contracts due.
• Follow up with GLD for verifications of Contracts
• Create and process Delegation of Authority approval documents such as invoices, reports, memos, letters and financial statements with the adept use of MS Office programs such as Word, Excel, PowerPoint
• Follow up tenant documentation i.e. DM/DCD/DEWA/SEWA/SM completion certificates of fit outs, Utility bills, Statutory maintenance service reports
• Assist in compilation of monthly reports/variance reports
• Track statutory maintenance records and follow up
• Prepare and generate Monthly Executive reports and structured data management .

Job Requirements

Experience

• Minimum 3 years of relevant experience in the UAE property market management

Knowledge & Skills

• Ability to interact with staff at all levels
• Good interpersonal skills
• Maintain high level of confidentiality
• Ability to work under pressure
• Effective Communication skills
• Attention to details
• Experience successfully creating and/or modifying processes
• Experience in Visio and CAD would be an advantage
• Competent in Microsoft Office Software
• Proficiency in English (spoken and written) / Arabic is an advantage
• Customer service oriented
• Good organization skill
• A good understanding of property maintenance, methodologies and processes
• A good communicator, with a track record of well-organized methodical work patterns
• Able to work autonomously and react quickly in high pressured situations

At Al Rostamani Group, we seek talented people who work hard to achieve great things. We consider not only your skills and experience, but also your passion for the role, your desire to learn and how well you align with our core values of care, commitment and vision. If this position represents an opportunity you wish to pursue, we invite you to apply.