:

GENERAL COMPETENCIES

• Planning and Organizing
• Initiative & Result Orientation
• Knowledge Sharing & Effectively communicate.
• Prepare and present reports to senior management.
• Interpersonal and presentation skills.
• Analyse complex operational process issues and develop innovative solutions.

FOUNDATION COMPETENCIES

• Flexibility and Adaptability.
• Encourage teamwork & collaboration across departments.
• Self-reliance.
• Attention to Detail.

TECHNICAL COMPETENCIES

• Data recording and reporting.
• Understanding of contract/legal agreements.
• Understand the principles of Asset/facilities management operations.
• Knowledge of document Management, software & tools.
• Knowledge of using ERP system (Oracle, SAP...etc.), software and tools.
• Identifying uncertainties and Risk management.
• Ability to coordinate with multiple stakeholders and manage timelines.

SELF-MANAGEMENT RESPONSIBILITIES:

• Stay updated with the latest trends and regulations in asset and facilities management.
• Pursue professional development opportunities to enhance technical management skills.
• Set personal performance goals and evaluate progress.
• Foster a culture of excellence and continuous improvement within the team.

Core Responsibilities:

Administrative and Executive Support:

• Offering direct administrative support to the department head, including managing schedules, coordinating meetings, and handling correspondence & follow ups.
• Assisting the department head in preparing for presentations, reports, and strategic meetings by conducting research and analysis on various topics.
• Undertaking general administration and case-specific work as directed by the department head.
• Maintaining accurate and confidential records, setting up & managing electronic databases for technical documentation, and ensuring efficient document handling and archiving.
• Creating dashboards, monitoring departmental budgets, managing contracts, and tracking expenses.
• Providing administrative support, managing daily operations, and coordinating activities.
• Overseeing incoming and outgoing correspondence, maintaining records, and ensuring confidentiality.

Operational & Financial Coordination:

• Coordinating logistics for appointments and travel arrangements.
• Assisting in the management of departmental budgets, monitoring expenses, and preparing financial reports for the department head\'s review.
• Tracking and managing Key Performance Indicators (KPIs) and departmental objectives to ensure targets are met and recommending process improvements.
• Maintaining supplier and service contracts, overseeing billing processes, and following procurement procedures.
• Assisting in reviewing documents, overseeing communication channels, and providing insights for approval requests.
• Maintaining supplier contracts, overseeing billing reconciliation, and managing purchase requisitions.

Communication and Reporting:

• Facilitating communication and coordination within the executive team to facilitate efficient work progression.
• Preparing and assisting in the development of presentations, reports, and research analysis.
• Drafting and editing communication materials and handling high-level email correspondence ensuring leadership communication standards are reflected in all outgoing messages.
• Recording customer interactions, updating records, and circulating queries for resolution & ensuring timely follow-ups.

Resource and Compliance Management:

• Identifying risks and issues associated with department functions, signaling operational plan implications, and supporting better governance and compliance.
• Coordinating with HR for staffing processes including hiring, onboarding, and offboarding, as well as managing the outsourced staff budget.
• Conducting audits of procedures and budgets, identifying discrepancies, and managing corrective actions.

Continuous Improvement & development:

• Analyzing and recommending process enhancements to improve efficiency.
• Training and guiding new admins, ensuring adherence to processes.
• Conducting frequent audits of budgets and processes, identifying gaps, and managing corrective actions.
• Organizing team-building activities and initiatives for staff welfare and team cohesion.

Emaar Properties