Facility Associate

Role Overview

Facility Associate at Galadari Brothers, providing administrative and coordination support to the Facilities Department.

Role Purpose

Provide efficient administrative and coordination support to the Facilities Department, ensuring smooth day-to-day operations, accurate documentation, timely follow-ups, and effective coordination with internal teams, suppliers, and service providers.

Key Responsibilities

Administrative Support & Documentation

• Provide day-to-day administrative support to the Facilities Department.
• Maintain proper records and documentation.
• Prepare and maintain purchase requests, purchase orders, invoices, quotations, and other relevant documents.
• Maintain records of contracts, service agreements, maintenance schedules, and supplier information.
• Handle emails, correspondence, and documentation related to Facilities operations.
• Maintain confidentiality of departmental information and ensure documents are properly filed and accessible when required.

Coordination & Communication

• Coordinate with internal departments regarding facility-related requests, maintenance, repairs, and other requirements.
• Coordinate with suppliers and service providers for maintenance, cleaning, security, utilities, and other facility-related services.
• Schedule meetings, inspections, maintenance visits, and other appointments as required.
• Support the Facilities team in coordinating office, showroom, workshop, and other company premises requirements.

Follow-up & Tracking

• Follow up on pending maintenance requests, work orders, and service activities to ensure timely completion.
• Assist in tracking departmental expenses, invoices, and payments and ensure documents are submitted on time.

Reporting & Compliance

• Prepare regular reports, trackers, and presentations related to Facilities activities and requirements.
• Assist with facility-related audits, inspections, and compliance documentation.

General Support

• Perform any other administrative or coordination duties assigned by the Facilities Manager.

Qualifications & Experience

• Bachelor's degree or diploma in Business Administration, Office Administration, or a related field.
• 2–4 years of experience in an administrative or coordination role, preferably within Facilities, Property Management, Automotive, or a similar environment.
• Previous UAE experience is preferred.

Skills & Competencies

• Proficiency in MS Office, particularly Excel and Word.
• Strong communication and coordination skills.
• Strong follow-up and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Excellent attention to detail and record-keeping skills.