| JOB TITLE : |
Facility Coordinator |
| DEPARTMENT/PROJECT : |
Facility Management & Engineering Services |
| RESPONSIBLE TO : |
General Manager |
Main Purpose of Job:
Responsible to provide support services in order to ensure efficiency, effectiveness and documentation for Facility Management & Engineering Services, Operations and G.M. office.
Main Duties & Responsibilities
1. Maintain the general filing system and file all correspondence, giving importance to all current FMES contracts. Such filing systems must at all times be updated since the same is of vital importance to Divison and Company Operations and relationship with Cleints
2. Receive, direct, and relay, to telephone, fax and email messages as required
3. Maintain accurate records and processing of documents relating to all divisional staff HR activities (includes: starters, leavers, vacations, sickness, change of employment, recruitment, disciplinaries and any other activities relating to the HR process)
4. Maintain and update spreadsheets of division employees with all their information such as allocated projects, joining date, accommodation details etc.
5. Update the accounts department end of the month with the updated staff master file for cost allocation
6. Coordinate with HR & Admin for any change of project Ids
7. Assist the General Manager and other staff in the planning and preparation of meetings, conferences,trainings, and conference telephones internally and externally
8. Schedule and coordinate meetings, appointments and travel arrangements
9. Provide word-processing and secretarial support and Maintain adequate inventory of office supplies
10 Assist the General Manager and carry out his assignements and directions. Also to provide Administrative services as and when required
11. To support in the planning and recruitment process during Mobilization, liaise with Recruitment Executive in head ofice and maintain track record of recruitment progress to meet Deadlines for each new project and report the same to General Manager
12. Coordinating with interview panel to conduct interviews for various vacant positions and update the feedback to Recruitment Executive / Consultant
13. Assist in the ongoing recruitment process
14. Coordinate with the Quality team and the respective projects for monthly HSE and CAPA reports
15. Coordinate with Ops Manager and General Manager for various Trainings conducted within the division and submit all the necesary documents to the Quality team upon successful completion of the training.
16. To support the Company's Quality Management System and the ISO 9001:2008 certification and actively participate in gathering the deliverables as required. Liaise with ISO Team in head office to ensure that Job Description is prepared for every employee in the FM&ES Division and follow up with FMES Contract managers to aquire Customer Feedback from Clients and forward the same on timely basis to ISO Team.
17. Maintain confidentiality whilst dealing with personnel and sensitive information.
19. Any other reasonable duties assigned by General Manager.
Other Qualification:
1. Bachelor’s Degree in any related field.
2. 10 yrs minimum work experience.
3. Good Communication and writing Skills in English and Arabic is a must.
4. Should be well versed with Microsoft Office, good experience Excel is a must.
5. Should have experience in writing letters and handling office administration work.
6. Having experience in Gulf recruitment is desirable.
7. Preferred age bracket: 30 – 40 yrs.