Administration Support Operatives

Job Vacancy: Administration Support Operatives MENA Facilities Management is seeking qualified and motivated Administration Support Operatives to join our team and support administrative and contractual activities within our facilities management operations. Job Objective The successful candidates will play a key role in coordinating administrative and project-related activities, managing documentation and submissions, maintaining effective communication with client and internal departments, monitoring deadlines, and ensuring compliance with contractual requirements and company procedures. Key Responsibilities & Duties 1. General Administration & Coordination · Reporting to the Management to carry out administrative functions and act as a liaison between the Service Provider and outside agencies ensuring the smooth functioning of administration activities. · Develop and maintain constructive and cooperative working relationships with other departments and agencies. · Document/record information, maintain files, process all paperwork, and to perform day to day administrative tasks. · Order, dispense and maintain office supplies required for administration works. · Coordinate with different departments to ensure smooth project operations. 2. Communication & Correspondence · Prepare all forms of communications to provide information to managers, supervisors, peers, subordinates and to communicate with other Departments. · Coordinate with Arab Bank representatives regarding project requirements and deliverables. · Prepare and follow up on official correspondence, emails, and project-related communications. · Track client comments, requests, and required actions. 3. Contract Administration & Compliance · Monitor contractual obligations and ensure compliance with project requirements. · Follow up on contract deliverables, deadlines, and client requirements. · Coordinate with relevant departments to ensure contractual commitments are fulfilled. · Identify and follow up on outstanding contractual matters. · Support project management with contractual and administrative matters. 4. Document Control & Reporting · Ensure events, processes and all relevant documents and drawings are filed and comply with the requirements of Company procedures, policies, regulations & standards. · Prepare, review, coordinate, and submit project documents for client approval. · Maintain and regularly update the Submittal Log and document tracking records. · Monitor document approval status and coordinate revisions and resubmissions. · Ensure all submitted documents comply with project requirements and established procedures. · Compile monthly and other reports and coordinate with other parties to receive or submit regular reports/forms on the due date. · Monitor action plans, pending activities, and outstanding deliverables. · Support meeting preparation, documentation, and follow-up on action items. · Assist with invoice documentation and payment-related activities when required. · Assist in preparing presentations, summaries, and supporting documentation. Key Skills & Competencies · Contract Administration & Compliance · Document Control & Submittal Management · Client Communication & Coordination · Reporting & Documentation · Problem-Solving · Microsoft Office Proficiency · Time Management & Organizational Skills · Attention to Detail · Teamwork & Interdepartmental Coordination Required Qualifications: · High School Diploma or equivalent. · Minimum 2-4 years of relevant experience in a similar administrative support role, preferably within facilities management, project administration, or contract administration. · Excellent English and Arabic language skills are compulsory. · Good understanding of contractual requirements, administrative procedures, document control, submittal management, filing systems, and record management. · Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint. · Good knowledge of project reporting, official correspondence, and documentation procedures. · Strong communication, coordination, organizational, and time-management skills. · Ability to manage multiple tasks, prioritize deadlines, and work effectively under pressure. · High attention to detail and accuracy in documentation and reporting. · Ability to communicate effectively with clients, management, operational teams, and external stakeholders. If you are interested in this opportunity, please send your CV to [redacted email] with “Administration Support Operative” in the subject line. Show more Show less