indeed
Facilities Management Administrator
Link Smart Technologies
Jumeirah, UAE
Mid
Onsite
AED 3,000/month / month
4 weeks ago
IBM Maximo Application SuiteCAFMMicrosoft ExcelProcurementInventory ManagementKPI Monitoring
Free
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IBM Maximo Application SuiteCAFMMicrosoft Excel
About the Role
Link Smart Technologies in Jumeirah is seeking a technically competent FM Administrator to support day-to-day facilities management operations, including CAFM system management, procurement, KPI monitoring, and inventory control.
Key Skills for This Role
IBM Maximo Application SuiteCAFMMicrosoft ExcelProcurementInventory ManagementKPI Monitoring
Responsibilities
- Operate and manage the IBM Maximo Application Suite (MAS) for work order creation, tracking, and closure.
- Adapt and learn new Computer Aided Facilities Management (CAFM) systems as required.
- Maintain accurate records of assets, maintenance histories, and FM activities within the system.
- Generate and manage work orders, preventive maintenance schedules, and reactive tasks in the CAFM platform.
- Raise Purchase Requisitions (PR) in line with organizational procurement policies.
- Process and track Purchase Orders (PO) from initiation through to closure.
- Liaise with procurement and finance teams to ensure timely approvals and vendor payments.
- Maintain records of procurement activities and support budget monitoring.
- Monitor and report on Key Performance Indicators (KPIs) in accordance with contractual requirements.
- Ensure all services are delivered within agreed Service Level Agreements (SLAs).
- Track SLA breaches, near misses, and corrective actions for continuous improvement.
- Support the FM Manager in performance reviews and client reporting.
Requirements
- Bachelor’s Degree in Facilities Management, Engineering, Business Administration, or a related field
- Minimum 2–3 years of experience in a Facilities Management (FM) administrative role
- Proven experience working with IBM Maximo Application Suite (MAS) is mandatory
- Demonstrated understanding of FM operations, including hard and soft services
- Strong proficiency in IBM Maximo Application Suite for CAFM operations
- Advanced Microsoft Excel skills including Pivot Tables, VLOOKUP, and data analysis
- Ability to prepare detailed incident reports and technical documentation
- Solid knowledge of procurement processes including PR and PO management
- Familiarity with KPI frameworks and SLA monitoring in an FM environment
- Competent in inventory management systems and stock control procedures
- Experience in preparing and managing manpower duty rosters
- Flexibility and willingness to learn and adapt to new CAFM platforms
Full Job Posting
Role Overview
- We are seeking a technically competent and detail oriented FM Administrator to join our Facilities Management team.
- The successful candidate will play a key role in supporting day to day FM operations, maintaining system records, coordinating maintenance activities, and ensuring compliance with service level agreements.
- This position requires hands on experience with IBM Maximo Application Suite and a solid understanding of FM processes.
CAFM & System Management
- Operate and manage the IBM Maximo Application Suite (MAS) for work order creation, tracking, and closure.
- Adapt and learn new Computer Aided Facilities Management (CAFM) systems as required by the organization.
- Maintain accurate records of assets, maintenance histories, and FM activities within the system.
- Generate and manage work orders, preventive maintenance schedules, and reactive tasks in the CAFM platform.
Procurement & Financial Administration
- Raise Purchase Requisitions (PR) in line with organizational procurement policies.
- Process and track Purchase Orders (PO) from initiation through to closure.
- Liaise with procurement and finance teams to ensure timely approvals and vendor payments.
- Maintain records of procurement activities and support budget monitoring.
KPI, SLA & Performance Monitoring
- Monitor and report on Key Performance Indicators (KPIs) in accordance with contractual requirements.
- Ensure all services are delivered within agreed Service Level Agreements (SLAs).
- Track SLA breaches, near misses, and corrective actions for continuous improvement.
- Support the FM Manager in performance reviews and client reporting.
Reporting & Documentation
- Prepare monthly operational reports using Microsoft Excel Pivot Tables for data analysis and visualization.
- Compile and submit Incident Reports following established reporting protocols.
- Prepare Technical Reports covering equipment status, maintenance findings, and corrective actions.
- Maintain filing systems (physical and digital) for all FM related documentation.
Inventory Management
- Oversee and maintain stock control for spare parts, consumables, and FM supplies.
- Conduct regular stock audits and reconcile inventory discrepancies.
- Coordinate with the store and procurement teams to ensure adequate stock levels are maintained.
- Update inventory records in the CAFM system accurately and in a timely manner.
Manpower & Duty Roster
- Prepare and maintain manpower duty rosters for FM technicians and support staff.
- Coordinate shift planning, leave schedules, and overtime requirements in consultation with the FM Manager.
- Track attendance and maintain related records for payroll and reporting purposes.
General FM Administration
- Serve as the first point of contact for administrative queries related to FM operations.
- Support FM teams during planned and reactive maintenance activities with administrative assistance.
- Coordinate with subcontractors and third party vendors for scheduling and documentation.
- Ensure all permits, licenses, and statutory documents are maintained and up to date.
Qualifications & Experience
- Bachelor’s Degree in Facilities Management, Engineering, Business Administration, or a related field.
- Minimum 2–3 years of experience in a Facilities Management (FM) administrative role.
- Proven experience working with IBM Maximo Application Suite (MAS) is mandatory.
- Demonstrated understanding of FM operations, including hard and soft services.
- Strong proficiency in IBM Maximo Application Suite for CAFM operations.
- Advanced Microsoft Excel skills including Pivot Tables, VLOOKUP, and data analysis.
- Ability to prepare detailed incident reports and technical documentation.
- Solid knowledge of procurement processes including PR and PO management.
- Familiarity with KPI frameworks and SLA monitoring in an FM environment.
- Competent in inventory management systems and stock control procedures.
- Experience in preparing and managing manpower duty rosters.
- Flexibility and willingness to learn and adapt to new CAFM platforms.
Compensation & Benefits
- Basic Salary: AED 3,000 per month.
- Accommodation: Camp accommodation provided by the company.
- Transportation: Company transport provided to and from site.
- Annual Leave: As per UAE Labour Law.
- Medical: As per company policy.
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