Facility Associate

Job Purpose Provide efficient administrative and coordination support to the Facilities Department, ensuring smooth day-to-day operations, accurate documentation, timely follow-ups, and effective coordination with internal teams, suppliers, and service providers. Key Accountabilities Provide day-to-day administrative support to the Facilities Department and maintain proper records and documentation.

Coordinate with internal departments regarding facility-related requests, maintenance, repairs, and other requirements. Prepare and maintain purchase requests, purchase orders, invoices, quotations, and other relevant documents. Coordinate with suppliers and service providers for maintenance, cleaning, security, utilities, and other facility-related services.

Follow up on pending maintenance requests, work orders, and service activities to ensure timely completion. Maintain records of contracts, service agreements, maintenance schedules, and supplier information. Assist in tracking departmental expenses, invoices, and payments and ensure documents are submitted on time. Prepare regular reports, trackers, and presentations related to Facilities activities and requirements.

Schedule meetings, inspections, maintenance visits, and other appointments as required. Handle emails, correspondence, and documentation related to Facilities operations. Support the Facilities team in coordinating office, showroom, workshop, and other company premises requirements. Maintain confidentiality of departmental information and ensure documents are properly filed and accessible when required.

Assist with facility-related audits, inspections, and compliance documentation. Perform any other administrative or coordination duties assigned by the Facilities Manager.

Qualifications

& Experience Business Administration, Office Administration, or a related field. 2–4 years of experience in an administrative or coordination role, preferably within Facilities, Property Management, Automotive, or a similar environment. Good knowledge of MS Office, particularly Excel and Word. Good communication and coordination skills.

Strong follow-up and organizational skills. Ability to manage multiple tasks and meet deadlines. Good attention to detail and record-keeping skills. Previous UAE experience is preferred.