FACILITIES COORDINATOR | FACILITIES- OPERATIONS DEPARTMENT

Job Description: The Facilities Coordinator will manage and coordinate the tasks and responsibilities related to the Facilities department in addition to any other tasks assigned by the department head.

Job Responsibilities

1. Preparing payment certificates ensuring that invoices are verified and not repeated.
2. Raising of store and non-store requests on banner and coordinate for internal compliance.
3. Following-up and collecting safety reports from vendors, compiling them and sending them to the AUS Safety Department.
4. Updating regularly the Annual Maintenance Contracts (AMC) including following up with respective manager for renewals.
5. Keeping an updated tracking list of all stores and non-store requisitions, deferred maintenance requests as well as payment applications. The work requires to list out any specific documents to be collected during/after the projects & filling them.
6. Issuing maintenance invoices as per the instructions of the housing manager.
7. Releasing clearances for staff and faculty after verification from the housing maintenance manager.
8. Sending email notifications to the AUS community for the maintenance and PPM.
9. In-charge of arranging satellite connections and disconnections including record keeping.
10. In-charge of adding rooms on banner.
11. Responding to telephone calls and emails related to Facilities.
12. Liaising between staff, faculty and Facilities staff for any facilities related matters and maintenance related requests.
13. In-charge of maintenance of office equipment.
14. Ensuring proper inventory of office stationaries.
15. Sending budget details to Managers.
16. Assisting managers in preparation of budget.
17. Requesting of the safety shoes and uniforms for the department.
18. Assisting Facilities technician in any administrative task needed.
19. Handling the department petty cash.
20. Updating community list (adding and removing faculty on the list in the system when necessary).
21. Updating the lists of facilities accounts, budget related aspects on daily basis.
22. Receiving, sending, collecting, checking and follow up on all the documents related to projects, AMC, agreements include the invoices, warranties, completion certificates and coordinate with receiving division, finance to clear it.
23. Managing all the additional stock receive from the vendors as part of project & keep a record.
24. Managing the facility non store inventory list as required.
25. Handling the archive documents related to facilities in proper manner.
26. Assisting the managers to create a better format of getting the info, history, process and any kind of lists as an improvement to the office.
27. Accessing the CAFM system and extract any info required for the office includes the KPIs & other reports.
28. Sending reminders to the team wherever its needed as directed by managers.
29. Preparing and managing all the events/meetings related to the department.
30. Attending meetings and taking the minutes of meeting and following up on the action plan points.
31. Coordinating with the Finance Department to solve any issue related to payments.
32. Managing the department leave schedule.

Qualifications and Skills Required

1. Two years diploma in administration or equivalent.
2. Minimum of 5 years experience as facility coordinator or similar role.
3. Professional knowledge of office systems, including Microsoft Office.
4. Valid UAE driving license.

Qualifications and Skills Preferred

1. Having store & facility software experience.
2. Having project coordination experience.

• Education
• Training
• Teaching

• Administration

• FACILITIES COORDINATOR | FACILITIES- OPERATIONS DEPARTMENT