Job description

The Administrator – Facilities Management at Transguard Group UAE provides comprehensive administrative support to the Total Facilities Management team, including Transguard Living and Kitchen Maintenance Solutions, to ensure smooth operations and growth. The role acts as a focal point of contact between Operations and support services while adhering to organizational policies and procedures. Key responsibilities include financial administration such as contract creation and approval, SLA management, petty cash handling and monthly audits, processing monthly and ad-hoc invoices, reconciling assets like machinery and tools, consolidating time and attendance reporting, coordinating fines and deductions, and ensuring timely revenue flow. Operational support includes assisting FM operations with payroll, transport, concept evolution quotes, store requests, shifting notices, ICT support, asset tagging, and pass arrangements such as JAFZA and Airside passes. The role manages vehicle requests, maintains records, builds relationships with operations and internal stakeholders, coordinates billing and collections, and raises invoices accurately to prevent financial discrepancies. The Administrator also handles process management including stock report reconciliation, procurement requests, legal updates on contracts and purchase orders, Salesforce updates for weekly sales meetings, and maintaining documentation related to billing, credit notes, and invoice approvals. Additionally, the role identifies process improvements, provides support to the Admin Manager, manages monthly invoice reviews, unbilled revenue reporting, and executes additional tasks as required by the business unit. Proficiency in MS Office, CAFM software, Oracle ERP, and the ability to work under operational pressure with attention to detail is required, alongside strong communication skills and adaptability.