Job description
The FM Administrator provides administrative and coordination support to the Facility Management team to ensure smooth day-to-day FM operations. The role involves documentation control, coordination with contractors and tenants, processing permits and NOCs, and supporting maintenance and service activities.
Key Responsibilities
Administrative & Documentation
- Maintain and update FM records, logs, and databases (maintenance requests, work orders, asset records, AMC documents).
- Prepare and issue NOCs, undertaking letters, and approvals for tenant fit-out works and additional modifications.
- Prepare and process work permits, gate passes, access permits, and related documentation.
- Maintain proper filing (hard copy and soft copy) for contracts, invoices, reports, and correspondence.
- Assist in preparing reports, presentations, and meeting minutes for FM management.
FM Operations Support
- Coordinate day-to-day FM activities related to maintenance and services.
- Coordinate with FM contractors and service providers for timely execution of works.
- Follow up on pending tasks, snags, and corrective actions.
- Support emergency response coordination when required.
Tenant & Contractor Coordination
- Act as a point of contact between tenants, FM team, and contractors.
- Coordinate site access for contractors and suppliers.
- Ensure all contractor documentation (insurance, manpower, permits) is valid and approved before site access.
- Support tenant fit-out and reinstatement processes from an administrative perspective.
SAP / Systems
- Create and track PR/PO status in SAP.
- Process Goods Receipt (MIGO) upon completion of works.
- Coordinate invoice submission and follow up with finance/procurement teams.
- Update service and work order documentation accordingly.
Compliance & Support
- Ensure compliance with site rules, safety requirements, and FM procedures.
- Assist FM engineers and managers during inspections, audits, and authority visits.
- Support preparation of documents for QCDD, municipality, and other authorities.
Qualifications & Experience
- Diploma or Bachelor's degree in Business Administration, Facilities Management, or a related field.
- 2–5 years of experience in an FM administrative role (mall, residential, commercial, or mixed-use projects preferred).
- Experience in Qatar or GCC is an advantage.
Skills & Competencies
- Strong organizational and documentation skills.
- Good communication skills (written and verbal).
- Proficient in MS Word, Excel, Outlook (SAP knowledge is a strong advantage).
- Ability to coordinate with multiple stakeholders.
- Basic understanding of FM operations, maintenance workflows, and permits.
- Attention to detail and ability to work under pressure.
