Facilities Coordinator

• Job reference no: vn-1374
• Job type: Permanent
• Location: Dubai, United Arab Emirates

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MAIN PURPOSE OF JOB: We’re looking for a proactive and organised Facility Coordinator to support the day-to-day running of our office. This is a part or full-time, on-site role, ideal for someone with 1–2 years of experience in facilities or office coordination. You’ll be the first point of contact for employees, contractors, and visitors, helping to ensure the office runs smoothly and safely. You’ll support planned and reactive maintenance, assist with health & safety, and help coordinate vendors and services.

Role Requirements

Key responsibilities - 

1. Reception Duties: 

• • Welcoming visitors and assist with the sign-in procedures
  • Represent and uphold SThree values in all interactions
  • Oversee the reception area and ensure excellent service to employees and visitors
  • Handle incoming and outgoing mail and deliveries
  • Ensure the office and meeting rooms are tidy and presentable
  • Plan and conduct office tours for new hires

2. Advanced Administrative support

• • Responsible for document management
  • Create and manage the purchase orders
  • Record the weekly walkabouts findings
  • Responsible for email response and internal communication
  • Support vendor coordination and contract tracking
  • Provide regular FM status updates to the RREFM
  • Ad hoc admin support to the sales managers

3 Facilities Management

• • Manage the internal system for facilities-related requests
  • Support in maintaining the FM knowledge base, SharePoint and other systems
  • Conduct daily walkaround inspections
  • Conduct weekly documented facilities inspections
  • Lead and participate in projects as assigned
  • Sign in and manage FM contractors on site
  • Ensure PPM works are carried out on schedule
  • Ensure reactive work is carried out in a timely manner
  • Work with cleaning supervisor to ensure office cleaning is kept to the highest standards
  • Keep fixed asset register for the site
  • Communicating any notices/changes and influencing best practice with all stakeholders in the property
  • Office procurement - Ensuring that stocks of all stationery and printing materials are always maintained.
  • Ordering beverage, refreshments and general office consumables in an efficient and cost-effective way. Keep POs up to date
  • Work with landlords building to ensure a safe and pleasant working environment

4. Health & Safety 

• • Act as a fire warden and first aider. (training provided)
  • Ensure the office has sufficient fire wardens and first aiders
  • Report and document any accidents or incidents
  • Maintain health and safety compliance and training
  • Conduct regular checks on first aid supplies and equipment
  • Complete office workplace risk assessments
  • Review RAMS and issue permits to work where necessary
  • Supporting staff DSE’s requirements in office and at home, following the processes set by Global H&S and HR

5. ESG & Compliance

• • Green Champion role, managing and regularly reporting on the ESOS data compliance and promoting and influencing best practice around recycling and green initiatives. Report on office energy saving actions (i.e., improving recycling, light fittings change, no plastic use
  • Submitting Carbon Data reporting to meet our regulated expectations for the site, quarterly. Data related to office utilities & waste to be entered on to the carbon platform: Gas, heat & steam, other fuel use; refrigerant, general & recycled waste ; paper consumption
  • Liaise with landlords building management on ESG initiatives
  • Ensure all statutory signage is in date and displayed in the office
  • Arrange fire risk assessments and carry out actions

6. Others

• • Assist the organisers for in-house events, assist with meeting room setups and report any technical issues
  • Administer visitor management systems and report any issues
  • Administer staff lockers and take ownership of key management and security within the office
  • Communicate office updates and info in our Intranet, per mail and on internal presentations
  • Update the Intranet page for the specific location

Qualifications - 

Skills, Knowledge and Experience

• 1–2 years of experience in facilities, office coordination, or similar Good working knowledge of Microsoft Office (Excel, Outlook, etc.)
• Strong communication and organisational skills
• Comfortable working independently and as part of a team

Desirable Qualifications

• IOSH or equivalent health & safety awareness (can be obtained on the job)
• Interest in sustainability and workplace wellbeing