Assistant Officer - Administration

Role Overview

Assistant Officer – Administration at Al Ghurair. This role provides administrative and coordination support to the Facilities Management operations team, ensuring smooth and timely completion of day-to-day administrative activities.

Role Purpose

Support site operations, maintain records and reports, coordinate with internal departments, clients, contractors and service providers, and follow up on operational requirements through digital and communication platforms.

Key Responsibilities

Administrative Support & Coordination

• Provide administrative support to the Facilities Management and Operations teams.
• Coordinate with site teams regarding routine administrative and operational requirements.
• Assist the Operations team with client and contractor correspondence.
• Coordinate meetings, site visits and virtual meetings as required.
• Perform other administrative and operational support duties assigned by management.

Records & Documentation

• Maintain accurate records of facilities, sites, employees, contractors and service providers.
• Maintain electronic records of contracts, service reports, quotations, invoices and related documents.
• Ensure proper filing and confidentiality of company, client and employee information.
• Assist in maintaining compliance-related documentation required for FM operations.

Reporting & Tracking

• Prepare and update daily, weekly and monthly operational reports and trackers.
• Monitor administrative trackers and highlight overdue or pending actions to the reporting manager.
• Assist in monitoring work orders, service requests and pending operational activities.
• Coordinate the collection of site information, attendance records, service reports and other operational data.

Operational Documentation & Requests

• Assist in preparing quotations, purchase requests, work orders and other operational documentation.
• Support the preparation of client reports, presentations and operational updates.
• Follow up with supervisors, technicians, service providers and contractors on outstanding requirements.
• Coordinate with internal departments to ensure timely completion of operational requests.

Maintenance & Service Coordination

• Assist in tracking preventive maintenance and routine service activities where required.
• Support mobilization and demobilization activities for FM contracts and sites.

Human Resources Support

• Assist with employee onboarding, deployment and documentation in coordination with People & Culture and Operations.
• Support the preparation and maintenance of staff deployment, attendance and leave records.

Audit & Compliance Support

• Provide administrative support for audits, inspections and management reviews.

Qualifications & Experience

• UAE nationals with Family Book required.
• Higher secondary education preferred.
• Pleasant nature and good communication skills.
• Good typing skills.

Skills & Competencies

• Excellent communicator.
• Time management and professional attitude.
• Good team player.

Additional Information

• Administrative capacity is preferred.
• Remote administrative activities will form part of the role.