89 Facility Coordinator jobs in the United Arab Emirates

We are currently seeking a highly organized and experienced Facility Coordinator to join our team in Abu Dhabi. The Facility Coordinator will be responsible for overseeing the maintenance and operations of our clients' facilities, ensuring they are safe, functional, and well-maintained.

Key Responsibilities:

• Coordinate the maintenance, repair, and cleaning of office spaces, accommodation and other facilities.
  
• Schedule and oversee routine inspections of buildings and equipment.
  
• Ensure the facility complies with safety regulations, environmental standards, and health codes.
• Liaise with external vendors and service providers for maintenance, cleaning, and security services.
  
• Manage accommodation and catering contracts, negotiate pricing, and monitor vendor performance.
  
• Verifying the invoices as per the work carried out.
• Oversee space allocation and layout planning to optimize the use of the office environment.
  
• Ensure office supplies and furniture are in proper working condition and manage inventory.
  
• Coordinate moves, office setups, and other facility-related activities.
• Implement and monitor health, safety, and emergency procedures, including fire drills and first-aid protocols.
  
• Maintain safety records and ensure the workplace meets OSHA or local safety standards.
• Assist in developing and managing the facility's budget, ensuring effective use of resources.
  
• Track expenses and keep costs under control, including energy consumption and maintenance costs.
• Respond to facility-related requests or emergencies in a timely manner.
  
• Handle any facility-related concerns raised by employees and resolve them promptly.
• Implement and promote sustainability practices within the facility, such as energy conservation and waste management.

Qualifications:

• - Bachelor's degree in Facilities Management, Engineering, or a related field
• - Minimum of 2 years of experience in facility management, preferably in a supervisory role
• - Strong knowledge of office management, admin work or related fields
• - Excellent project management and organizational skills
• - Proven ability to manage budgets and expenses
• - Strong communication and interpersonal skills
• - Proficient in Microsoft Office and facility management software
• - Knowledge of health and safety regulations and standards
• - Ability to work independently and as part of a team.

Osha Safety Regulations Furniture Emergency Service Providers Codes Sustainability Waste Buildings Catering Arabic Energy Salary Expenses Interpersonal Skills Regulations Security Records Vendors Software Planning Maintenance Project Management Engineering Microsoft Office Communication Management

Job Functions Include, but not limited to:

Accommodation

• Identify and coordinate any related issue (contract /Payment/Maintenance /Water and Electricity bills) to the Facility department
• Coordinate maintenance related requests, pest control and MEP deep maintenance and cleaning services for the accommodation
• On call by new staff to guide them about accommodation arrangement for them / ensure airport arrangements of staff with admin assistant
• Conduct a monthly scheduled and unannounced inspections in the accommodation and address all issues through a report
• Ensure the efficient running of the accommodation so that it meets the needs of staff, residents and owners
• In charge of the staff accommodation's requirements. Suggesting procurement of new equipment in the accommodation when the need arises

Maintenance and Servicing

• Oversee and update servicing calendar (pest control, maintenance, testing, etc.)
• Coordinate services with suppliers in a timely manner as per the calendar and as and when need
• Oversee vendor works are completed to the standards and as per DOH, JCIA and OSHAD requirements.
• Oversee the maintenance of the landscape in the facility

Documentation

• Facilitate payments to suppliers. Document all financial transactions related to the Facilities department. Prepare financial reports for the use of the senior facility manager as required.
• Facilitate and track usage of electricity and water bills, fuel consumption, recycling and medical waste disposal
• Track and records pantry expenses all department related expenses. In charge of updating the file.
• Oversee that all documentation such as monthly reports Preventative Maintenance Reports, Fire Maintenance reports, Generator reports, vehicle maintenance records etc. other related documents up to date and available as per DOH, JCIA and OSHAD requirements
• Assist in tracking assets and moves

Ordering

• Assist in sourcing non-clinical suppliers and quotations as and when needed (sheets, bins, uniforms, vehicle insurance, sub-contractors, etc.)
• Support in preparing facility related LPOs through Oracle
• Support the admin assistant in the ordering the stationary, business cards and staff ID's, and any other printing work and the uniforms
• Manages furniture and appliance inventory for residents and makes purchasing recommendations

Miscellaneous

• Conducts frequent facility rounds and room inspections with proper documentation. Liaise with staff and sub-contractors on progress, concerns, during building walkthroughs
• On Call to solve general facility requests (except internal maintenance) after working hours
• Support the fleet coordinator and admin assistant when necessary
• Inform the Facility Supervisor/ Facilities Manager of any related concerns
• Assist the Facilities Department on any other tasks as and when needed
• Cover admin assistant, fleet coordinator, facilities supervisor and senior facility manager during any periods of leave or absence.

Job Functions Include, but not limited to:

Accommodation

• Identify and coordinate any related issue (contract /Payment/Maintenance /Water and Electricity bills) to the Facility department
• Coordinate maintenance related requests, pest control and MEP deep maintenance and cleaning services for the accommodation
• On call by new staff to guide them about accommodation arrangement for them / ensure airport arrangements of staff with admin assistant
• Conduct a monthly scheduled and unannounced inspections in the accommodation and address all issues through a report
• Ensure the efficient running of the accommodation so that it meets the needs of staff, residents and owners
• In charge of the staff accommodation's requirements. Suggesting procurement of new equipment in the accommodation when the need arises

Maintenance and Servicing

• Oversee and update servicing calendar (pest control, maintenance, testing, etc.)
• Coordinate services with suppliers in a timely manner as per the calendar and as and when need
• Oversee vendor works are completed to the standards and as per DOH, JCIA and OSHAD requirements.
• Oversee the maintenance of the landscape in the facility

Documentation

• Facilitate payments to suppliers. Document all financial transactions related to the Facilities department. Prepare financial reports for the use of the senior facility manager as required.
• Facilitate and track usage of electricity and water bills, fuel consumption, recycling and medical waste disposal
• Track and records pantry expenses all department related expenses. In charge of updating the file.
• Oversee that all documentation such as monthly reports Preventative Maintenance Reports, Fire Maintenance reports, Generator reports, vehicle maintenance records etc. other related documents up to date and available as per DOH, JCIA and OSHAD requirements
• Assist in tracking assets and moves

Ordering

• Assist in sourcing non-clinical suppliers and quotations as and when needed (sheets, bins, uniforms, vehicle insurance, sub-contractors, etc.)
• Support in preparing facility related LPOs through Oracle
• Support the admin assistant in the ordering the stationary, business cards and staff ID's, and any other printing work and the uniforms
• Manages furniture and appliance inventory for residents and makes purchasing recommendations

Miscellaneous

• Conducts frequent facility rounds and room inspections with proper documentation. Liaise with staff and sub-contractors on progress, concerns, during building walkthroughs
• On Call to solve general facility requests (except internal maintenance) after working hours
• Support the fleet coordinator and admin assistant when necessary
• Inform the Facility Supervisor/ Facilities Manager of any related concerns
• Assist the Facilities Department on any other tasks as and when needed
• Cover admin assistant, fleet coordinator, facilities supervisor and senior facility manager during any periods of leave or absence.

Overview: We are seeking a detail-oriented and highly organized individual to join our team as an Administrative and Facility Coordinator. The ideal candidate will be proficient in Excel and possess excellent administrative and communication skills. This role involves overseeing daily office operations, managing facilities, and utilizing Excel for various tasks.

Responsibilities:

Administrative Support: Provide administrative support to the office, including managing calendars, scheduling meetings, and handling correspondence.
Prepare and distribute internal and external communications, memos, and reports.
Maintain accurate and up-to-date records and documentation.

Facility Management: Coordinate and oversee office facilities, ensuring a clean, organized, and efficient work environment.
Manage relationships with vendors and service providers for facility-related services.
Address and resolve facility-related issues promptly.

Excel Proficiency: Utilize Excel to create, maintain, and update various spreadsheets and reports.
Analyze data and generate reports to support decision-making processes.
Track and manage office inventory, supplies, and expenses using Excel.

Event Coordination: Assist in planning and coordinating company events, meetings, and conferences.
Arrange logistics, catering, and necessary equipment for events.

Communication: Serve as a point of contact for internal and external stakeholders, addressing inquiries and providing information.
Collaborate with team members to ensure smooth communication and coordination.

Problem Solving: Proactively identify and resolve issues related to office operations and facilities.
Implement efficient solutions to improve overall workflow and productivity.

Compliance: Ensure compliance with health and safety regulations, building codes, and company policies.
Stay informed about industry best practices and recommend improvements.

Qualifications:

• Bachelor's degree in Business Administration, Facilities Management, or a related field.
• Proven experience in administrative support and facility management.
• Proficient in Microsoft Office Suite, especially Excel (advanced skills).
• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• Ability to work independently and collaboratively within a team.
• Attention to detail and a proactive approach to problem-solving.

If you are a highly organized and proactive individual with a strong Excel skill set, we encourage you to apply. Join our team and contribute to the success of our organization by ensuring smooth administrative and facility operations.

We are seeking an experienced Office Coordinator to join our team.

• Manage office supplies and maintain a well-organized workspace.
• Coordinate daily schedules, meetings, and appointments for team members.
• Assist with data entry, record keeping, and report preparation.
• Support the development of presentations and correspondence.
• Liaise with vendors and service providers to ensure smooth office operations.
• Process expense claims and assist with invoicing tasks.
• Support HR administrative tasks, including employee records and onboarding processes.

About You

• Previous experience in an administrative or support role within a professional setting.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent communication and interpersonal skills.
• Strong organizational abilities and attention to detail.
• A proactive attitude and ability to multitask effectively.

• Administrative or support experience in a professional environment.
• Proficient in MS Office Suite (Word, Excel, Outlook).
• Effective communication and interpersonal skills.
• Organizational skills and attention to detail.
• Multitasking ability and proactive attitude.

The successful candidate will enjoy a dynamic work environment and opportunities for growth and development.

Job Title: Office and Admin Coordinator

Department: Administration

Reports to: Office Manager / Operations Manager / General Manager

Job Summary:

The Office and Admin Coordinator is responsible for ensuring the smooth and efficient operation of daily office functions, providing administrative support across departments, and coordinating company logistics. The role also includes assisting the Procurement Department when needed and managing company drivers to ensure timely delivery and collection of materials and documents. The ideal candidate should be organized, proactive, and capable of handling multiple tasks in a dynamic environment.

Key Responsibilities:

• Serve as the primary point of contact for office administration and general coordination.
• Oversee daily office operations to ensure efficiency and effectiveness.
• Provide assistance and support to the Procurement Department as and when needed, including preparing documents, coordinating supplier communication, and follow-ups.
• Coordinate tasks with company drivers for timely delivery and collection of materials, documents, and other items as per departmental requests.
• Monitor driver schedules and ensure proper documentation for delivery and pickup activities.
• Manage office supplies inventory, place orders, and track usage.
• Handle incoming and outgoing correspondence, including courier and postal services.
• Assist in scheduling meetings, appointments, and business travel arrangements.
• Support HR and admin tasks such as staff onboarding, attendance tracking, and maintaining personnel records.
• Ensure office equipment is properly maintained and liaise with service vendors for repairs or upgrades.
• Organize and maintain physical and digital filing systems.
• Assist in planning and execution of internal events, trainings, and office meetings.
• Liaise with various departments including IT, finance, and procurement for smooth coordination of office tasks.

Required Qualifications and Skills:

• Bachelor's degree in business administration or related field (preferred).
• Proven experience in office coordination or administrative roles.
• Familiarity with procurement and logistics support functions is an advantage.
• Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking skills.
• Effective communication and interpersonal abilities.
• Ability to manage and prioritize multiple responsibilities under tight deadlines.
• Discretion in handling confidential information.

Preferred Skills:

• Experience coordinating with vendors, drivers, and logistics teams.
• Working knowledge of ERP or procurement systems.
• Basic understanding of HR and procurement workflows.

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately
• Answering screening and forwarding incoming phone calls
• Receiving and sorting daily mail

Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone / email
• Receive, sort and distribute daily mail / deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Arrange travel and accommodations, and prepare vouchers
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Requirements and skills

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• High school degree; additional certification in Office Management is a plus

EOE/AA/Disabled/Veterans

An Engineering Office Coordinator serving Hilton brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role you should maintain the attitude, behaviors, skills, and values that follow:

• Excellent verbal and written communication skills in English
• Excellent administration and IT skills
• Committed to delivering a high level of customer service both internally and externally
• Flexibility to respond to a range of different work situations
• Ability to work under pressure

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

• Previous Engineering Office Coordinator experience in a fast-paced environment

Hilton is the leading global hospitality company spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities, and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And our amazing Team Members are at the heart of it all!

An Engineering Office Coordinator is responsible for managing the Engineering office to deliver an excellent Guest and Member experience.

Specifically, you will be responsible for performing the following tasks to the highest standards:

• Carry out daily administrative activities of the Engineering office while adhering to Hilton Standards, policies, and Procedures
• Provide secretarial support to the Engineering team
• Ensure all communications, particularly relating to owners, guests, and the corporate office, are handled promptly and professionally
• Receive and distribute mail
• Ensure outgoing mail is dispatched in a timely manner
• Provide minutes to Engineering Team Meetings and compile management reports in a timely and accurate manner if necessary
• Maintain adequate supplies of office stationary
• Identify and build internal and external relationships
• Carry out all filing
• Comply with all key security mandates
• Report any maintenance issues or hazards
• Maintain own work area in a clean, tidy, and good manner
• Report defective materials and equipment
• Assist with special projects related to the Engineering Office
• Perform other tasks as assigned by management

Required Experience: IC

This position is responsible for ensuring a seamless guest experience through effective room assignments, pre-registration, and check-in procedures.

• Room Assignments: Assign rooms according to guest preferences and needs, considering factors such as location, view, and accessibility.
• Pre-Registration: Pre-register designated guests to ensure a smooth check-in process, verifying their information and arranging for any necessary arrangements.
• Check-In Procedures: Coordinate check-in and pre-registration procedures for arriving groups, streamlining the process and minimizing wait times.

• Accommodate Room Changes: Review and accommodate room change requests when possible, enhancing guest satisfaction and demonstrating flexibility.
• Status Updates: Communicate status updates to team members, maintaining open communication channels and ensuring everyone is informed.
• Reservations and Cancellations: Confirm reservations and cancellations, ensuring accuracy and attention to detail.
• Room Maintenance: Monitor out-of-order and out-of-service rooms daily, taking proactive steps to resolve issues and minimize downtime.
• Engineering Reports: Generate engineering reports to follow up on maintenance needs, working with the engineering team to address any concerns.
• Preventive Maintenance: Work with the engineering team to assign rooms for preventive maintenance, reducing downtime and ensuring optimal hotel operations.
• Showroom Allocation: Allocate showrooms for day use, providing flexibility for guests and maximizing resource utilization.
• Guest Paperwork: Process guest paperwork and documentation, maintaining accurate records and adhering to company standards.
• Check-In/Check-Out: Set up and process all guest check-ins and check-outs, ensuring a smooth experience and minimizing errors.
• Duplicate Reservation Checks: Perform duplicate reservation checks and block rooms as needed, preventing overbookings and ensuring available inventory.
• Daily Reports: Run daily reports, providing valuable insights into hotel operations and identifying areas for improvement.
• Communication: Receive, record, and relay messages accurately and legibly, maintaining high standards of communication and customer service.
• Confidentiality: Foster a culture of confidentiality, protecting company assets and proprietary information.
• Customer Service: Anticipate and address guests' service needs, delivering exceptional customer experiences and building loyalty.
• Telephony: Answer telephones using professional etiquette, representing the hotel positively and providing excellent customer service.
• Collaboration: Collaborate with other departments to coordinate tasks and achieve shared goals, promoting a cohesive team environment.
• Additional Duties: Take on additional job duties as requested, demonstrating adaptability and a willingness to learn and grow within the role.
• Overbooking: In the event of overbooking, implement effective action plans to minimize disruptions and ensure a positive guest experience.