Facilities Coordinator

Full time at American University of Sharjah in UAE

Posted on February 8, 2025

Job details

Job Responsibilities • Preparing payment certificates ensuring that invoices are verified and not repeated. • Raising of store and non-store requests on banner and coordinate for internal compliance. • Following-up and collecting safety reports from vendors, compiling them and sending them to the AUS Safety Department. • Updating regularly the Annual Maintenance Contracts (AMC) including following up with respective manager for renewals. • 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. • Issuing maintenance invoices as per the instructions of the housing manager. • Releasing clearances for staff and faculty after verification from the housing maintenance manager. • Sending email notifications to the AUS community for the maintenance and PPM. • In-charge of arranging satellite connections and disconnections including record keeping. • In-charge of adding rooms on banner. • Responding to telephone calls and emails related to Facilities. • Liaising between staff, faculty and Facilities staff for any facilities related matters and maintenance related requests. • In-charge of maintenance of office equipment. • Ensuring proper inventory of office stationaries. • Sending budget details to Managers. • Assisting managers in preparation of budget. • Requesting of the safety shoes and uniforms for the department. • Assisting Facilities technician in any administrative task needed. • Handling the department petty cash. • Updating community list (adding and removing faculty on the list in the system when necessary). • Updating the lists of facilities accounts, budget related aspects on daily basis. • 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. • Managing all the additional stock receive from the vendors as part of project & keep a record. • Managing the facility non store inventory list as required. • Handling the archive documents related to facilities in proper manner. • 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. • Accessing the CAFM system and extract any info required for the office includes the KPIs & other reports. • Sending reminders to the team wherever its needed as directed by managers. • Preparing and managing all the events/meetings related to the department. • Attending meetings and taking the minutes of meeting and following up on the action plan points. • Coordinating with the Finance Department to solve any issue related to payments. • Managing the department leave schedule. Qualifications and Skills Required • Two years diploma in administration or equivalent. • Minimum of 5 years experience as facility coordinator or similar role. • Professional knowledge of office systems, including Microsoft Office. • Valid UAE driving license. Qualifications and Skills Preferred • Having store & facility software experience. • Having project coordination experience. #J-18808-Ljbffr

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Hiring company

American University of Sharjah

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Facilities Coordinator

Job details

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Hiring company

American University of Sharjah

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