Facility Administrator

Role Overview

Facility Administrator at Ali & Sons Holding LLC.

Role Purpose

Coordinate day-to-day facilities management administrative and operational activities, managing procurement processes, employee administration, documentation, and stakeholder communications to ensure compliance and operational efficiency.

Key Responsibilities

Operations Coordination

• Coordinate day-to-day FM administrative and operational activities.
• Prepare operational reports and ensure compliance with company policies and procedures.

Procurement & Finance

• Process Purchase Orders, vendor quotations, contracts, and invoices.
• Coordinate with Procurement and Finance departments.
• Maintain procurement records, documentation, and transaction logs.

Employee Administration

• Coordinate employee leave, overtime, training, medicals, visa renewals, and recruitment requests.

Documentation & Governance

• Maintain accurate filing, document control, SOPs, contracts, and archives.
• Prepare meeting minutes and follow up on action items.

Stakeholder Management

• Coordinate with internal departments, tenants, suppliers, and service providers.

Qualifications & Experience

• Diploma or Bachelor's Degree in Business Administration or a related discipline.
• Minimum 3 years' experience in Facilities Management Administration or Operations Coordination.
• Experience in Integrated Facilities Management (IFM).
• Exposure to basic HR administration including leave management, recruitment coordination, and training records.
• Knowledge of Procurement, Purchase Orders, Vendor Coordination, Invoice Processing, and Document Control.

Skills & Competencies

• Strong organizational, communication, time management, and stakeholder management skills.
• Advanced proficiency in MS Office, particularly Excel.
• Experience with CAFM and ERP systems such as Navision is an advantage.