Planning Assistant

Role Overview

Planning Assistant at Wasl, Asset Management Services & Solutions (AMSS) department, based in Dubai. Reports to Planning Engineer.

Company Overview

Wasl is a real estate company and active contributor to Dubai's thriving economy. The company fosters enduring relationships with valued stakeholders through a customer-centric approach rooted in trust, respect, and a relentless pursuit of innovation in every aspect of asset management.

Role Purpose

To provide comprehensive support in planning and coordination activities within the AMSS department, ensuring efficient processing of invoices, creation of service entries, management of DLD-related tasks, and execution of various administrative and ad hoc duties. The role involves close collaboration with finance, procurement, site teams, and other relevant departments to ensure accurate and timely completion of tasks.

Key Responsibilities

Invoice Management

• Receive all invoices via email from Wasl Properties, AH Investor, and Dubai Sports Asset Management.
• Verify company code, Tax number, and amount on all invoices to ensure they match the purchase order (PO).
• Confirm that bank details are updated.
• Ensure that the service entry is approved by authorized signatories as per the delegation of authority and post to finance.
• Coordinate with the Finance department for the transfer of payments.

Service Entry Creation

• Open purchase orders from the Jager system.
• Create service entries for Wasl Properties LLC and follow up until approval is obtained.

DLD-Related Tasks

• Monitor fire alarm monitoring fees annually by verifying invoices with the site team to ensure the device is present and whether the invoice was previously paid.
• Create a work order for unpaid monitoring fees, obtain approval, create a purchase requisition (PR), and follow up with procurement to create a PO.
• Once the PO is generated, create a service entry and send it to finance along with emails and invoices for payment.
• Monitor fire alarm panel upgrade fees annually by verifying invoices with the site team to ensure the device has been changed and whether the invoice was previously paid.
• Create a work order for unpaid panel upgrade fees, obtain approval, create a PR, and follow up with procurement to create a PO.
• Once the PO is generated, create a service entry and send it to finance along with emails and invoices for payment.
• Log on to the DCD portal, upload the updated DCD AMC form and affection certificate, and request the certificate.
• Once the payment link is received, create a work order and PR.
• After approval, send the link along with approvals to procurement for payment processing.

Planning Support

• Assist in updating preventive and corrective maintenance schedules under guidance.
• Maintain logs, records, and planning data in CAFM/ERP systems.
• Support preparation of planning reports and performance summaries.
• Follow up on pending tasks and escalate issues to the Planning Supervisor.
• Assist in documenting meeting notes, action trackers, and scheduling updates.
• Gain exposure to scheduling tools, reporting methods, and planning processes.

Documentation & Data Management

• Prepare and update AutoCAD drawings.
• Maintain planning logs, records, and reports with basic data entry proficiency.
• Ensure accuracy and timeliness of planning-related data entries.

Coordination & Compliance

• Provide coordination support between internal teams and outsourced vendors.
• Liaise with teams and vendors to track progress of tasks.
• Support compliance with organizational policies, UAE regulations, and HSE requirements.

Ad Hoc Work

• Generate barcode stickers and send them to FMSPs to affix on the assets.
• Create various dashboards in Power BI and send them to management.
• Assist the utility team by collecting all necessary documents from the legal team and sending them to the utility team to provide the final bill.
• Once received, send the final bill to the legal PM team to prepare case documents.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration, Facilities Management, or related field from a recognized and accredited university.
• 1 to 5 years of professional experience in administration, planning support, or a related field. Fresh graduates with relevant academic background are also considered.
• Basic knowledge of planning and scheduling principles.

Skills & Competencies

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Experience with Power BI.
• Familiarity with financial and procurement systems, including the Jager system.
• Basic proficiency in CAFM/ERP systems.
• Basic knowledge of AutoCAD.
• Excellent verbal and written communication skills.
• Strong analytical, problem-solving, and project management abilities.
• Ability to handle multiple tasks and meet deadlines.
• Detail-oriented with a focus on accuracy and efficiency.
• Strong organizational and multitasking skills.
• Effective communication with colleagues and vendors.

Additional Information

• Individual contributor role with no direct reports.
• Operates under close supervision of the Planning Engineer.
• Limited decision-making authority; all scheduling and operational issues are escalated.
• No direct budget authority.
• Desirable: Experience in facilities or asset management operations; exposure to project planning software such as MS Project or Primavera; professional certifications in administration or planning support.
• The position holder may be required to perform additional tasks and responsibilities not listed here, in line with organizational needs and changes in business priorities.