Job Description

Job Category: Administration
:
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.

Responsibilities:
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.

Qualifications: 8. QUALIFICATIONS, EDUCATION AND EXPERIENCE
ESSENTIAL PREFERRED
Education Diploma Degree
Experience 3 years 5 years
Certification and Licensure Microsoft Office
Job Specific Knowledge and Skills Microsoft Office Arabic
English