Receptionist & Facility Executive (UAE National) - Dubai

Full time at Alfa Laval Corporate AB in UAE

Posted on January 18, 2025

Job details

Standard Procurement Process

Arrangement of external storage facilities for Finance and Order Handling.
Preparation for the company car lease & installation of petrol/car wash card.
Preparation of purchase orders, supplier invoice review, and reconciliation of bills.
Checking and verifying the material from the supplier against the material list to maintain proper material inwards for audits.

Supplier Management

Selection of vendors and vendor performance evaluations.
Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering, technology, HVAC, etc.
Maintain a database of suppliers and service providers.
Liaison with contractors and vendors for administration tasks.
Negotiate and coordinate contracts for areas including but not limited to site security, utilities, repair & maintenance, buildings and grounds support services, and vehicles.
Develop and maintain Service Level Agreements with Contractors & Suppliers.
Coordinate with HR departments for corporate events.

Digitalization & E-way of Working

Management of purchase cards (credit cards) and online purchases.
Creating QR business cards for employees.

Facility Management & Sustainability

Supervising multi-disciplinary teams of staff including cleaning, maintenance, grounds security, transportation, etc.
Avoid/minimize paper usage and develop an e-way of working and paperless office.
Ensuring that basic facilities, such as cleaning, critical systems like HVACs, electrical systems, and water, are well-maintained.
Establishing strong coordination with all external agencies like Municipality, Labour, and EHS authorities.
Ensuring that facilities meet government regulations and environmental, health, and security standards.
Coordinating with the scrap management team to remove unwanted material as per the set process.
Overseeing building projects, renovations, or refurbishments and repair works.
Maintaining records & files for all essential documents, rents, utility bills, invoices, AMC contract documents, and housekeeping material.
Coordinating and monitoring all facilities contracts for the company, including planned preventative maintenance programs for all facility-related aspects of site operations.
Maintaining a sustainable approach in all services aiming for reduced carbon footprints.
Ad hoc duties as required and directed by your line manager.

Your Profile

Excellent communication and telephone skills (fluent, spoken, and written English).
Data-driven approach with excellent knowledge of MS Office (especially Outlook, Power BI, MS Teams, PowerPoint, Excel, and Word).
Procurement and negotiation skills.
Knowledgeable on sustainability and zero carbon footprints.
Knowledgeable on UAE Labour Law with a focus on building security & housekeeping requirements.
In-depth knowledge of office management/administration and bookkeeping.
Great interpersonal and communication skills.
Ability to work independently or as part of a team.
Multitasking and team player.
Good time-management skills.
Administration and guest relations skills.
Contract and Service Level Agreements review ability.
Sense of ownership and pride in your performance and its impact on the company’s success.
Ability to observe business etiquette and maintain a professional appearance.

Qualification & Experience

Minimum 5 years of experience in a Facilities and Administration role.
Formal qualification in office administration and related training.
Excellent knowledge of MS Office (especially Outlook, Power BI, MS Teams, PowerPoint, Excel, and Word) – Advanced level.
Applications are preferred only from UAE nationals.

The Location The position is based in Dubai. Why Should You Apply? We offer you an interesting and challenging position in an international, open, and friendly environment where we help each other to develop and create value for our customers. If you consider yourself qualified for the position, please apply using the given link. Selection and interviews will be ongoing. We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. #J-18808-Ljbffr

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Receptionist & Facility Executive (UAE National) - Dubai

Job details

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Hiring company

Alfa Laval Corporate AB

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Receptionist & Facility Executive (UAE National) - Dubai

Job details

Apply safely

Hiring company

Alfa Laval Corporate AB

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