Helpdesk/CAFM Coordinator
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Key skills for this role
About the Role
Reliance Facilities Management seeks a Helpdesk/CAFM Coordinator to manage administrative tasks, respond to inquiries, coordinate maintenance, and update records. The role requires experience with CAFM, ERP, and facilities management, and involves handling invoices, contracts, and client communication.
Key Skills for This Role
Responsibilities
- Respond appropriately to e mail, phone, walk ins and written inquiries from internal and external customers
- Log and keep records of queries
- Prepare Minutes of the meeting
- Resolve administrative problems and inquiries
- Schedule and coordinate appointments and travel arrangements for facilities Mobile teams
- Maintain office supply inventories
- Coordinate maintenance of office equipment
- Communicate effectively and professionally with vendors regarding materials, quotes, scheduling, delivery, etc.
- Keep and update all records for LPO/Invoices/Clients' Database, AMC Contracts/Service Report, Materials/Vendors
- Filing, scanning, binding and printing of specific documents
- Update reports on regular basis or/and as requested by the management
- Sending invoices and make follow up calls to Clients on pending payments
Requirements
- CAFM: 2 years (Required)
- ERP: 2 years (Required)
- Facilities management: 2 years (Required)
Full Job Posting
Administrative Responsibilities
- Respond appropriately to e mail, phone, walk ins and written inquiries from internal and external customers and proactively ensure through communication that proper delivery of the request is meet through the standard and policies of the Company.
- Proper escalation of calls and convey to the designated person
- Logging and keeping of records of queries
- Preparing Minutes of the meeting
- Resolve administrative problems and inquiries
- Schedule and coordinate appointments and travel arrangements for facilities Mobile teams
- Maintain office supply inventories
- Coordinate maintenance of office equipment
- Communicate effectively and professionally with vendors regarding materials, quotes, scheduling, delivery, etc.
- Keeping and Updating all records for 1. LPO/Invoices/Clients' Database 2. AMC Contracts/Service Report 3. Materials/Vendors
- Filing, scanning, binding and printing of specific documents
- Update reports on regular basis or/and as requested by the management.
Additional Responsibilities
- Sending invoices and make follow up calls to Clients on pending payments
- Monitor all AMC Contract expiry dates and due payments and coordinate with appropriate department to execute and complete the works.
- Make monthly maintenance reports for smaller maintenance contracts within the company
- Update in the CAFM system provided the company.
- Accounting Documentation
- Prepare LPO and Invoices
- Updating all receivables.
- To issue receipts and deposits all received cash/cheques
- Prepare payment vouchers related to various revenue and expenses
- Submit and Update all payment transactions to the Accounts Department
- Make monthly summary report for all Unpaid/Paid Invoices
- Handling and processing all petty cash transactions
Pay
- AED 4,000.00 AED 5,000.00 per month
Experience
- CAFM: 2 years (Required)
- ERP: 2 years (Required)
- Facilities management: 2 years (Required)
Work Location
- In person
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