Administrator – Facilities Management (FM Industry Experience Required)
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Key skills for this role
About the Role
IFM Facilities Management LLC seeks an experienced Administrator with FM industry background to provide administrative support, maintain records, coordinate with clients and technicians, and ensure smooth daily operations.
Key Skills for This Role
Responsibilities
- Provide administrative support to Facilities Management operations team.
- Prepare, maintain, and update documents, reports, trackers, and records.
- Coordinate with supervisors, engineers, technicians, and clients for daily activities.
- Handle work orders, service requests, and follow ups through CAFM/FM systems.
- Maintain employee attendance, timesheets, schedules, and manpower records.
- Prepare quotations, invoices, purchase requests, and other related documentation.
- Coordinate with suppliers, subcontractors, and internal departments.
- Assist in Planned Preventive Maintenance (PPM) scheduling and tracking.
- Maintain proper filing system for contracts, reports, and compliance documents.
- Prepare daily, weekly, and monthly FM operational reports.
- Support HR, procurement, and operations whenever required.
- Ensure all administrative activities are completed accurately and on time.
Requirements
- Minimum 2+ years of experience as an Administrator in the Facilities Management industry
- Knowledge of FM operations, PPM, work orders, and maintenance coordination
- Experience using CAFM systems will be an advantage
- Good knowledge of MS Office (Excel, Word, Outlook)
- Strong communication and coordination skills
- Ability to handle multiple tasks and work under pressure
Full Job Posting
Job Description
- We are looking for an experienced Administrator with Facilities Management (FM) industry background to join our team.
- The candidate will provide administrative support to FM operations, maintain records, coordinate with clients, supervisors, and technicians, and ensure smooth daily operations.
Responsibilities
- Provide administrative support to Facilities Management operations team.
- Prepare, maintain, and update documents, reports, trackers, and records.
- Coordinate with supervisors, engineers, technicians, and clients for daily activities.
- Handle work orders, service requests, and follow ups through CAFM/FM systems.
- Maintain employee attendance, timesheets, schedules, and manpower records.
- Prepare quotations, invoices, purchase requests, and other related documentation.
- Coordinate with suppliers, subcontractors, and internal departments.
- Assist in Planned Preventive Maintenance (PPM) scheduling and tracking.
- Maintain proper filing system for contracts, reports, and compliance documents.
- Prepare daily, weekly, and monthly FM operational reports.
- Support HR, procurement, and operations whenever required.
- Ensure all administrative activities are completed accurately and on time.
Requirements
- Minimum 2+ years of experience as an Administrator in the Facilities Management industry.
- Knowledge of FM operations, PPM, work orders, and maintenance coordination.
- Experience using CAFM systems will be an advantage.
- Good knowledge of MS Office (Excel, Word, Outlook).
- Strong communication and coordination skills.
- Ability to handle multiple tasks and work under pressure.
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