Facilites Admin Assistant Full Time

Job Purpose

The Facilities Admin Assistant will be responsible for handling administrative and procurement tasks, coordinating with suppliers, and ensuring the smooth execution of facility and HR-related activities across multiple locations in the UAE.

Key Responsibilities

Maintain and update the contact directory for all UAE locations (Dubai, Abu Dhabi, Fujairah, Um Al Quwain, Al Ain)

Arrange couriers, dispatch mail, and handle material requirements for HR projects
Coordinate employee business travel and leave arrangements with travel agencies
Create and manage purchase orders (POs) in SAP & Ariba, ensuring timely invoice submissions

Handle petty cash and procure office supplies, pantry items, and toiletries for five locations
Audit and process monthly payments for Etisalat, DU, utilities, couriers, and contracted services

Manage repair and maintenance services for electrical, plumbing, A/Cs, and office equipment
Organize employee engagement activities, including birthday celebrations and corporate events

Negotiate contracts for office maintenance, manpower, storage, and other facility-related services
Ensure quality checks on uniform supplies for frontline employees in sales and logistics

Support internal communications and administrative projects as assigned

Qualifications & Experience

Bachelor’s Degree in a relevant field
3-5 years of experience in Personnel and Human Resource Administration
Knowledge of SAP, Ariba, and MyBuy (Ariba) systems
Strong skills in facility management, invoicing, and record tracking
Proficiency in Microsoft Office (Excel, Word, Outlook)
Excellent negotiation and interpersonal skills
Fluent in English & Arabic (preferred)