Facility Management (FM) Administrator
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Key skills for this role
About the Role
The FM Administrator provides administrative and coordination support to the Facility Management team to ensure smooth day-to-day FM operations. The role involves documentation control, coordination with contractors and tenants, processing permits and NOCs, and supporting maintenance and service activities.
Key Skills for This Role
Full Job Posting
Job Description
The FM Administrator provides administrative and coordination support to the Facility Management team to ensure smooth day-to-day FM operations.
The role involves documentation control, coordination with contractors and tenants, processing permits and NOCs, and supporting maintenance and service activities.
Administrative & Documentation
- Maintain and update FM records, logs, and databases (maintenance requests, work orders, asset records, AMC documents).
- Prepare and issue NOCs, undertaking letters, and approvals for tenant fit-out works and additional modifications.
- Prepare and process work permits, gate passes, access permits, and related documentation.
- Maintain proper filing (hard copy and soft copy) for contracts, invoices, reports, and correspondence.
- Assist in preparing reports, presentations, and meeting minutes for FM management.
Fm Operations Support
- Coordinate day-to-day FM activities related to maintenance and services.
- Coordinate with FM contractors and service providers for timely execution of works.
- Follow up on pending tasks, snags, and corrective actions.
- Support emergency response coordination when required.
Tenant & Contractor Coordination
- Act as a point of contact between tenants, FM team, and contractors.
- Coordinate site access for contractors and suppliers.
- Ensure all contractor documentation (insurance, manpower, permits) is valid and approved before site access.
- Support tenant fit-out and reinstatement processes from an administrative perspective.
Sap And Systems
- Create and track
- PR/PO status
- in SAP.
- Process
Goods Receipt (Migo)
- upon completion of works.
- Coordinate invoice submission and follow up with finance/procurement teams.
- Update service and work order documentation accordingly.
Compliance & Support
- Ensure compliance with site rules, safety requirements, and FM procedures.
- Assist FM engineers and managers during inspections, audits, and authority visits.
- Support preparation of documents for QCDD, municipality, and other authorities.
Qualifications & Experience
- Diploma or Bachelor’s degree in Business Administration, Facilities Management, or a related field.
- **2–5 years of experience**
- in an FM administrative role (mall, residential, commercial, or mixed-use projects preferred).
- Experience in Qatar or GCC is an advantage.
Skills & Competencies
- Strong organizational and documentation skills.
- Good communication skills (written and verbal).
- Proficient in
MS Word, Excel, Outlook
- (SAP knowledge is a strong advantage).
- Ability to coordinate with multiple stakeholders.
- Basic understanding of FM operations, maintenance workflows, and permits.
- Attention to detail and ability to work under pressure.
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