
Transguard Group
Administrator β Facilities Management
- Permanent
- Dubai, United Arab Emirates
- Experience 2 - 5 yrs
Job expiry date: 24/05/2026
Job overview
Date posted
09/04/2026
Location
Dubai, United Arab Emirates
Salary
AED 15,000 - 20,000 per month
Compensation
Job description
The Administrator β 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.
Required skills
Key responsibilities
- Handle day-to-day administrative tasks efficiently to support Facilities Management, Transguard Living, and Kitchen Maintenance Solutions operations, acting as a liaison between operations and support services
- Manage financial processes including contract creation and approvals, SLA follow-ups, petty cash handling, reimbursement processing, monthly audits, invoice processing, and updating financial statuses to ensure revenue flow
- Consolidate and report time & attendance data monthly, coordinate with support services and FM operations on fines, deductions, and other operational matters, and manage FM asset reconciliation with finance records
- Provide operational support to FM operations in payroll management, transport coordination, quote preparation, store requests, shifting notices, ICT support tickets, allowance linking, and printing asset tags
- Arrange required passes for staff deployment (JAFZA, Airside), handle vehicle requests, maintain records, and ensure timely communication and relationship management with operations and internal stakeholders
- Coordinate billing and collection processes including raising accurate invoices, following up on checks and receipts, managing monthly and ad-hoc variation invoices in Oracle and client portals, and tracking credit notes
- Support procurement processes including raising procurement query forms, purchase requests, updating legal team on contracts, maintaining documentation, updating Salesforce for sales meetings, and creating NCAF and rate master requests
- Proactively identify and implement improvements in administrative and operational processes, review monthly invoice reports, track unbilled revenue, provide continuous support to the Admin Manager, and manage additional tasks as required by the business unit
Experience & skills
- 2β3 years of administration experience, with at least 1 year in the Facilities Management industry
- Bachelorβs degree or equivalent
- Ability to handle operational pressure and manage multiple administrative and financial tasks simultaneously
- Excellent written and spoken English for clear communication and reporting
- Proficiency in MS Office suite and knowledge of CAFM software
- Ability to quickly learn new systems and processes and adapt to evolving business requirements
- Strong organizational skills, attention to detail, and aptitude for growth and process improvement