FM Administrator

About the role

The Facilities Management (FM) Administrator provides comprehensive administrative, secretarial and personal assistance to the Services Division, ensuring smooth day‑to‑day operations and supporting the Facilities Manager and clients.

Key responsibilities

• Deliver general administrative and personal assistance to the Services Department and its team.
• Archive documents, maintain a user‑friendly filing and document‑control system, and track all records.
• Prepare daily/weekly expense reports and obtain supervisory approval before forwarding to Finance.
• Coordinate RFQs, quotations and purchase requisitions for online purchasing.
• Draft weekly and monthly reports as required by the Facilities Manager and client.
• Follow up with suppliers on material deliveries, invoice submissions and payment processing.
• Obtain client approvals for additional site works as requested by the Facilities Manager.
• Support HR matters for technical and professional staff, arrange meetings, inductions and maintain related documentation.
• Attend meetings on behalf of the team and keep accurate minutes.
• Comply with Khidmah health, safety, environmental and information security policies.

Required profile

• Diploma or Bachelor’s degree in Business Administration or a related field.
• Facility Management related certification (e.g., Facility Management Professional) is preferred.
• Strong organisational and document‑control abilities.
• Ability to prepare reports, manage expenses and coordinate procurement processes.
• Familiarity with health, safety, environmental and information security requirements.

Required skills