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FM Project Administrator

Job Description and Requirements

The role 

FM project administrator 

The facilities management administrator will undertake a range of administrative duties and support the completion of facilities management reports and key deliverables. 

Your responsibilities will include: 

Office management

  • Setting up office including furniture and fit outs and facilitates kahramaa and Ooredoo installation.
  • Managing office maintenance and needs, stationary and pantry supplies.
  • Managing logistic, incoming and out coming parcels local and international.
  • Handling reception duties, answers and screen calls.
  • Preparing meeting room bookings.
  • Driving to collect, submitting and delivering documents to sponsor office, banks, clients and project sites.
  • Coordinating with ‘Translation Company’ for Macro document required for translation.
  • Managing company and project petty cash.
  • Generating purchase orders when required.
  • Preparing and presenting comparison of vendor quotations to the commercial manager whenever required.
  • Performing other general clerical jobs, typing, fax, binding, scanning, printing and photocopying.

Supports health and safety department

  • Managing procurement.
  • Interviewing and assessing new vendors for company listing and forward documents to MMI for approval.
  • Managing ICT, QSHE and MEP requirements.
  • Managing all safety, training, and facility records and documentation.
  • Managing company vehicles, issuance to staff, vehicle maintenance, registration renewals, traffic accidents and violations.
  • Developing vehicle checklists approved by Macro QSHE manager to be used monthly by the staff.
  • Keeping monthly update of records on paper, water and electric consumptions.
  • Extending support to operations department and all other projects both administratively and operationally.
  • Visiting project sites weekly for inspection and audit. Executing both hard and soft facilities management deliverables.
  • Handling use of CAFM for work order entry and closure.
  • Relieving colleague from other projects - executes facilities management deliverables and generates monthly performance report to be submitted and presented to client.
  • Consolidating and updating weekly communications and deliverables report for submission and presentation to project directors.

Supports Business Development Department

  • Assisting in tender preparations and submissions.
  • Processing the application of Ministry certificates for tender or bids pre-qualification. – Final stage.

The requirements 

Your knowledge, experience and skills need to include: 

Essential

  • At least 3 years of administration experience in a facilities management related role.
  • Good knowledge of computer applications (accredited).
  • With experience in working in a multicultural environment.
  • With previous experience of working within a finance team.
  • Good knowledge of Qatar local laws and policies.

Desirable

  • Excellent English writing and communication skills.
  • Must be able to demonstrate office computer applications and office equipment.
  • Good organisational skills.
  • Good interpersonal skills.
  • Ability to meet tight deadlines.

Qualifications

  • A degree qualification in Business Studies, Administration and Management or equivalent.

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