Callan Hawkins is looking for an experienced Administrative Assistant with a background in facilities management to join a large investment holding company in Dubai. The role involves managing administrative tasks related to facility operations, coordinating maintenance schedules, assisting with procurement processes, and ensuring workplace health and safety standards. The ideal candidate will be organized, detail-oriented, and proficient in managing facilities-related administrative duties.

Key Responsibilities:

• Serve as the main point of contact for internal facilities-related queries and maintenance requests.

• Schedule and coordinate preventive and reactive maintenance with service providers and vendors.

• Assist in procurement processes, including purchase requisitions, vendor onboarding, and invoice tracking.

• Maintain accurate records and documentation, including contracts, maintenance logs, inspection reports, and asset inventories.

• Support the implementation of workplace health and safety standards and assist with compliance documentation.

• Coordinate office space planning, office moves, and the setup of office equipment and supplies.

• Maintain calendars and schedule meetings for the facilities team.

• Track and reorder office and facility supplies as needed.

• Assist with managing budgets and tracking facility-related expenses.

• Provide general administrative support, including filing, data entry, report preparation, and correspondence.

Required Experience & Skills:

• Bachelor’s degree in Business Administration, Management, or a related field.

• At least 4 years of experience in office management or administration within the investment, finance, or corporate sector.

• Strong communication and problem-solving skills.

• Proficiency in Microsoft Office Suite, ERP systems, and document management.

This is a full-time, on-site position based in Dubai, offering an opportunity to work in a dynamic corporate environment and contribute to the efficient management of facilities