Receptionist & Facility Executive (UAE National) - Dubai

standard procurement process

• Arrangement of external storage facilities for Finance and Order Handling
• Prepare for the company car lease & installation of petrol/car wash card.
• Preparation of purchase orders, supplier invoice review and reconciliation of bills
• Checking and verifying the material from the supplier against the material list to maintain the proper material inwards for audits etc.
  
  

Supplier Management

• Selection of Vendors and Vendor Performance Evaluations
• Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering, technology, HVAC, and so on.
• Maintain database of suppliers and service providers
• Liaison with contractors and vendors for administration tasks
• Negotiate and co-ordinate contracts for areas to include but not limited to
• Site security
• Utilities
• Repair & Maintenance
• Buildings and grounds support services
• Vehicles
• Develop and maintain Service Level Agreements with Contractors & Suppliers.
• Coordinate to HR departments for corporate events
  
  

Digitalization & E-way of working

• Management of Purchase cards (Credit Cards), Online purchases.
• Creating the QR Business card for the employees.
  
  

Facility Management & Sustainability

• Supervising multi-disciplinary teams of staff including cleaning, maintenance, grounds security, transportation etc.
• Avoid / minimise paper usage and develop e-way of working and paperless office.
• Ensuring that basic facilities, such as cleaning, critical systems such HVACs, Electrical systems, water, are well-maintained.
• Established Strong coordination with all external agencies like Municipality, Labour and EHS authorities.
• Ensuring that facilities meet government regulations and environmental, health and security standards.
• Coordinating with Scrap management team to remove the unwanted material as per the set process.
• Overseeing building projects, renovations or refurbishments and repair works.
• Maintaining the records & files for all essential documents, Rents, Utility Bills, Invoices, AMC Contract docs, Housekeeping Material, etc.
• Co-ordinate and monitor all facilities contracts for the company to include planned preventative maintenance programs for all facility related aspects of site operations.
• Maintain sustainable approach in all services aiming for less carbon footprints.
• Ad hoc duties as required and directed by your line manager
  
  

Your profile

• Excellent communication and telephone skills (fluent, spoken, and written English)
• Data Driven approach with excellent knowledge of MS Office (especially Outlook, Power Bi, MS Teams, PowerPoint, Excel and Word)
• Procurement & Negotiation Skills
• Knowledgeful on Sustainability and zero carbon footprints
• Knowledgeful on UAE Labour Law with focus on Building Security & Housekeeping requirements
• In-depth knowledge of office management/administration and bookkeeping
• Great interpersonal and communication skills
• Ability to work independently or as part of a team
• Multitasking & Team player
• Good time-management skills
• Administration & Guest relations skills
• Contract & Service Level Agreements review ability
• Sense of ownership and pride in your performance and its impact on company’s success
• Ability to observe business etiquette and maintain a professional appearance
  
  

Qualification & Experience

• Minimum 5 years of experience as Facilities and Administration role
• Formal qualification in office administration and related training.
• Excellent knowledge of MS Office (especially Outlook, Power Bi, MS Teams, PowerPoint, Excel and Word) – Advance level
• Applications are preferred only for UAE nationals.
  
  

The location

The position is based in Dubai.

Why Should you apply?

We offer you an interesting and challenging position in an international, open, and friendly environment where we help each other to develop and create value for our customers.

If you consider yourself qualified for the position please apply on the given link. Selection and interviews will be ongoing.

"We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status."