إرفاق
الوصف الوظيفي
1. JOB PURPOSE
To provide comprehensive administrative and operational support to the Engineering and Facilities Management Department by coordinating maintenance activities, maintaining accurate records, preparing management reports and presentations, monitoring complaint resolution, and ensuring effective communication between the maintenance team, contractors, and internal stakeholders.
The role is responsible for supporting the day-to-day operations of the department, ensuring timely reporting, maintaining documentation, and contributing to the efficient delivery of maintenance services across all company facilities.
2. Minimum Qualification
2.1 Bachelor's Degree or Diploma in Business Administration, Facilities Management, Engineering, or a related discipline.
2.2 Minimum 3–5 years' experience in an Engineering or Facilities Management environment.
2.3 Experience supporting maintenance teams within commercial, retail, or property management organisations.
2.4 Advanced proficiency in Microsoft Office, particularly:
2.4.1. PowerPoint
2.4.2. Excel
2.4.3. Word
2.4.4. Outlook
2.5. Experience preparing professional management presentations and executive reports.
2.6. Good knowledge of maintenance management systems (CMMS), complaint registers, and service request tracking.
2.7. Familiarity with preventive and corrective maintenance processes.
2.8. Strong organisational and documentation skills.
2.9. Excellent verbal and written communication skills in English.
3.
4. KEY DIMENSIONS AND RELATED JOB RESULTS
3.1. Administration & Office Coordination
3.1.1 Provide administrative support to the Engineering and Maintenance Department.
3.1.2 Maintain departmental records, filing systems, and electronic documentation.
3.1.3 Prepare correspondence, meeting minutes, reports, and official documents.
3.1.4 Coordinate meetings and maintain departmental calendars.
3.1.5 Track action items and follow up until completion.
3.1.6 Monitor the status of maintenance requests until closure.
3.1.7 Ensure maintenance teams update job completion records promptly.
3.1.8 Coordinate emergency maintenance requests and escalate overdue issues.
3.1.9 Liaise with contractors regarding service schedules and work completion.
3.2. Complaint Management
3.2.1 Maintain and update the Maintenance Complaint Register.
3.2.2 Record complaints received from stores and internal departments.
3.2.3 Monitor complaint ageing and follow up for timely resolution.
3.2.4 Ensure complaints are properly categorised and closed with supporting documentation.
3.2.5 Generate complaint trend analysis for management review.
3.2.6 Escalate unresolved complaints to the Engineering Manager.
3.3. Reporting & Management Information
3.3.1 Prepare:
3.3.2 Weekly Engineering Reports
3.3.3 Monthly Maintenance Reports
3.3.4 KPI Dashboards
3.3.5 Preventive Maintenance Progress Reports
3.3.6 Contractor Performance Reports
3.3.7 Complaint Analysis Reports
3.3.8 Project Status Updates
3.3.9 Compile maintenance statistics from all location
3.3.10 Prepare executive PowerPoint presentations for senior management meetings.
3.3.11 Assist in preparing annual budgets and departmental presentations.
3.4. Documentation & Data Management
3.4.1. Maintain records of:
· Maintenance activities
· Service Reports
· AMCs
· Calibration Certificates
· Quotations
· Purchase Requests
· Purchase Orders
· Asset Registers
· Equipment Inventories
3.5. Maintain document version control.
3.5.1. Ensure proper electronic filing and document retrieval.
3.5.2. Coordination & Follow-up
3.5.3. Coordinate with Maintenance Coordinators for daily updates.
3.5.4. Follow up with contractors on pending quotations and work completion.
3.5.5. Track outstanding maintenance issues.
3.5.6. Assist Procurement in obtaining quotations where required.
3.5.7. Coordinate with Finance regarding invoice submissions and work completion documentation.
3.5.8. Support Project Managers with administrative activities.
3.6. Continuous Improvement
3.6.1. Recommend improvements to administrative processes.
3.6.2. Develop standard reporting templates.
3.6.3. Improve document management systems.
3.6.4. Support implementation of digital maintenance tracking systems.
3.6.5. Assist in improving departmental KPIs and reporting accuracy.
المهارات
Excellent organizational and time-management skills
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
3. Strong communication skills, both written and verbal
4. Ability to prioritize tasks and manage deadlines effectively
5. Attention to detail and accuracy in all work
6. Knowledge of office management systems and procedures
7. Problem-solving skills and ability to work independently
8. Ability to multitask and handle a fast-paced work environment
9. Basic accounting and bookkeeping knowledge
10. Customer service orientation and professionalism
تفاصيل الوظيفة
المسمى الوظيفي
Office Admin
مكان الوظيفة
الإمارات العربية المتحدة
الدور الوظيفي
إدارية
المرشح المفضل
المستوى المهني
مبتدئ الخبرة
