Office & Facilities Administrator

About the role

We are seeking an Office & Facilities Administrator to support the management of multiple office locations across the UAE. The role blends office administration with facilities coordination, lease management, contractor supervision, and fit‑out support, ensuring each workplace remains safe, functional, and ready for daily operations.

Key responsibilities

• Coordinate day‑to‑day administration and operational requirements for all office sites.
• Maintain records of leases, renewals, tenancy, service agreements, approvals, and access documentation.
• Support fit‑out, refurbishment, alteration, reinstatement, and improvement projects.
• Obtain and compare quotations; liaise with contractors, fit‑out companies, maintenance providers, landlords, and building management.
• Arrange site access, permits, insurance certificates, and building approvals.
• Conduct site visits to monitor work, track progress, identify issues, and ensure corrective actions are completed.
• Organise preventive and corrective maintenance; keep accurate service and repair records.
• Monitor costs, invoices, and purchase requests, confirming satisfactory completion before payment.
• Coordinate office moves or operational changes while minimising disruption.
• Provide regular updates to management and internal stakeholders.

Required profile

• Previous experience in office administration, facilities coordination, property administration, or a similar role.
• Experience with fit‑out, facilities management, construction, or property management is strongly preferred.
• Practical understanding of office fit‑out, maintenance, refurbishment, snagging, and contractor coordination.
• Ability to review quotations, follow up on costs and invoices, and monitor work against scope and schedule.
• Comfortable conducting site visits and monitoring contractors across multiple locations.
• Strong organisational, documentation, coordination, and follow‑up skills.
• Effective communication with landlords, contractors, suppliers, building management, employees, and senior stakeholders.

Required skills