Facility Management Admin / Document Controller
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Role Overview
We are seeking an organized, detail-oriented **FM Admin / Document Controller** to manage documentation, work orders, service contracts, and administrative workflows for both our **Facilities Management (FM)** and **Engineering** departments.
In this role, you will act as the central operational link between FM managers, engineering teams, site technicians, and external contractors—ensuring strict document control, technical drawing tracking, fast ticket dispatch, and regulatory compliance across all assets.
Full Job Posting
FM Admin / Document Controller (FM & Engineering)
Job Summary
We are seeking an organized, detail-oriented FM Admin / Document Controller to manage documentation, work orders, service contracts, and administrative workflows for both our Facilities Management (FM) and Engineering departments.
In this role, you will act as the central operational link between FM managers, engineering teams, site technicians, and external contractors—ensuring strict document control, technical drawing tracking, fast ticket dispatch, and regulatory compliance across all assets.
Key Responsibilities
- Engineering & FM Document Control:
- Control, archive, and maintain all technical drawings (As-Builts, MEP layouts), O&M manuals, warranties, service agreements, permits, NOCs, and civil defense compliance documents.
- Implement strict version control, tracking document updates, submittals, RFIs, and approvals between Engineering and FM teams.
- Work Order & Maintenance Coordination:
- Log, track, and dispatch reactive maintenance tickets and Preventive Maintenance (PPM) schedules using CAFM / ERP systems.
- Work closely with site engineers and technicians to ensure timely closure of work orders and maintain SLA compliance.
- Vendor, Contractor & Site Support:
- Coordinate site access, work permits (PTW), and documentation for third-party engineering contractors and maintenance vendors.
- Compile job completion certificates (JCCs), technical service reports, and vendor invoices for FM/Engineering management sign-off.
- Departmental Administration & Reporting:
- Draft official correspondence, site visit reports, technical summaries, and meeting minutes for FM and Engineering leadership.
- Maintain precise tracking spreadsheets for utility consumption, maintenance expenses, spare parts requisitions, and contract renewals.
Requirements & Qualifications
- Experience: Minimum 2–3 years of experience as a Document Controller, FM Admin, or Engineering Administrator in the UAE (Real Estate, Property Management, or Contracting background preferred).
- Technical Knowledge: Familiarity with MEP terms, engineering submittals, technical documentation structures, and CAFM/ERP software.
- Computer Proficiency: Advanced proficiency in MS Excel, Word, and electronic document management systems (EDMS).
- Communication: Strong English communication skills (written and spoken); Arabic proficiency is a plus.
- Attributes: High attention to detail, strong multi-tasking abilities under tight deadlines, and excellent organizational skills.
- Location & Joining: Based in or willing to work in Ajman, with immediate joining preferred.
How To Apply
Interested candidates meeting the qualifications above are invited to submit their updated CV: Email: recruitment@dyamholding.com
Subject Line: FM Admin / Document Controller
Pay: AED4,000.00 - AED5,000.00 per month
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