Office Coordinator and Receptionist

Job Requisition ID #

Job Title: Workplace Coordinator

Location: United Arab Emirates, Dubai

Position Overview

Proactively coordinates all day-to-day facilities operations including repairs and enhancements. Supervise and maintains site(s) to meet high company standards for safety, organization, orderliness, cleanliness and aesthetics.  Act as receptionist and building contact “point person” for distribution of general information.  Monitors budget and work with Facilities Finance Analyst on forecasts for sites. Coordinate health, safety, and environmental compliance activities on the site and update responsible management.

May maintain documentation such as power and HVAC diagrams, space usage, guides, etc.  Provide support to vendors/contractors such as security force, cafeteria, print, media relations.  May assist in hosting visitors and arranging seminars and layout of rooms with audio visual support

This position typically reports to the Workplace Manager, and it is in Office position (not remote or hybrid)

Principal Duties and Responsibilities

FACILITIES UPKEEP AND MAINTENANCE:

• Establishment and administration of working processes related to building and grounds maintenance, cleaning & janitorial services, security services, utilities, negotiate contracts and vendor management
• Initiate regular contact with department managers to understand needs and take action to resolve issues that may arise
• Manage day-to-day operations by performing duties such proactive “walk-throughs” of site including to carry out preventative maintenance, safety inspections, and repairs
• Track budgets and ensure payment is made on time and efficiently
• Maintain an inventory of all required office supplies, kitchen supplies & equipment and coordinate replacement orders as necessary
• Assist or lead new employee onboarding as needed.
• Monitor the car parking facilities and issue permits where necessary
• Raise and track purchase order requests and ensure invoices are processed accurately and efficiently
• Supervise janitorial team
• Serve as point of contact for security-related matters in case of natural disaster, or any other emergency cases.
• Manage meeting room set up’s and audio/visual troubleshooting to ensure all equipment is in working order.
• Coordinates work with outside vendor(s) or landlord as needed.
• Maintain professional appearance of building lobby, reception area, conference rooms
• Maintain proper office documentation of facilities, environmental, and safety related documents 
• Manage cost administration and place order by using Autodesk tools
• Use the Autodesk tools to trace repairs & schedule maintenance, of the company asset
• Use mobile app for managing the site tickets, completing the requests or recommending appropriate solutions to customers in a timely manner. 
• Ensure compliance with local health and safety regulations and company safety standards, including working with safety consultants to carry out regular risk assessments and reviewing any changing equipment or processes with potential health and safety impacts.
• Take part of the Emergency Response Team efforts- organize fire drills, training of fire wardens/first aiders, monitor and re-stock emergency supplies if needed.

COORDINATION:

• Coordinate with outside contractors’ other departments (such as EIS, HR)
• Assist with space planning and manage/support office moves
• Maintain knowledge of building management’s policies and procedures manual and maintain building specific files
• May perform other activities such as mail deliveries, shipping & receiving, inter-office transportation of equipment and in some locations may serve as back-up Receptionist
• Serve as contact point for security-related matters in case of natural disaster, or any other emergency cases. In some locations, provide general administrative support for the Security system and issue of security badges
• Collect and maintain data for reports related to headcount, financial, meeting room utilization and others
• Lead and coordinate event projects and other departmental initiatives such as sustainable operations

Minimum Qualifications

• + 2 years’ experience in Facilities Coordinator operations in high-tech company or equivalent
• Experience in Budget management
• Must be willing to work outside of office hours when needed (Certain Repair & Maintenance works need to be done in weekends and holidays)
• Must be willing to carry company mobile phone and be "on-call" for emergencies.  (Unless restricted by local labor laws)
• Knowledge of Office 365, experience with Excel, Word, Outlook
• Work experience within both office and industrial environments preferred
• Knowledge of applicable environmental, health, and safety laws or strong willingness to learn including attending applicable external trainings and self-study.
• Strong communication skills - oral and written
• An analytical mind with problem-solving skills
• Organized with Multitasking abilities
• Works well under pressure
• Accurate, precise, with high attention to details
• Creative and can-do attitude, ability and willingness to learn new things
• Strong teamwork skills; and a strong ability to offer suggestions and improvements to processes
• Fluent in English and nice to have Arabic

Preferred Qualifications

• Knowledge of Audio-Visual setup and videoconference system
• Autodesk AutoCAD or Revit nice to have
• Proficient in operating BMS (Building Management Systems)
• HVAC knowledge

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