About the job
Alfa Laval Middle East and Africa has a strong ambition to become world-class in terms of service quality delivering superior customer experience. We offer a challenging, exciting, and rewarding position in a highly dynamic and interesting organization.
We are looking for an energetic Facility Executive who will be the first point of contact the face and voice of Alfa Laval Middle East who Maintains Visitor Management and digitalize the function. You will appreciate the importance of reception and the significance of being at the forefront of a successful business. The person shall also coordinate and direct planning, maintenance of buildings equipment and other facilities by applying best practice facilities management, to deliver business-focused built environment.
About The Job
Conduct indirect procurement of Office stationery, Facility Services, Office Equipments, car hire, hotel & travel management and utility services
Procure office consumables and supplies following 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.
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
Repair & Maintenance
Buildings and grounds support services
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
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 companys 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 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.
Executives are typically responsible for developing strategic facility goals, monitoring space allocations, and providing efficient space use.
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