Facilities Management Administration Assistant
| Company Name: | The Swiss International Scientific School |
| Employment Type: | Full Time |
| Location: | Dubai |
| Experience: | 3+ years |
| Degree: | Diploma |
| Gender: | Any |
| Age: | Any |
| Nationality: | Any |
| Salary: | Unspecified |
| No. Of Vacancies: | 1 |
| Job Description: |
| About SISD The Swiss International Scientific School in Dubai (SISD) is a leading international day and boarding school where future generations are inspired to become confident and enthusiastic lifelong learners, ready to embrace the opportunities and challenges of a global world. Founded in 2015, our school currently welcomes more than 1500 students of more than 70 different nationalities on its cutting-edge campus, in the centre of Dubai. From Pre-KG to Grade 12, SISD follows the full continuum International Baccalaureate (IB) programme in three streams focusing on personalised learning and the development of 21st century skills. Students choose between the English with additional languages/STEAM stream or the bilingual English-French/German streams. We pride ourselves on being a fully accredited IB Continuum World School, offering the IB Primary Years Programme (PYP), IB Middle Years Programme (MYP), IB Careers Programme (IB CP) and IB Diploma Programme (DP). Our personalised international curriculum offers an engaging learning experience, the challenge of developing a real understanding of cultural diversity and the support of a thriving international community. Our state of the art, eco-friendly campus adjacent to Dubai creek, ensures that we can offer a wide range of sporting and after school activities tailored to the personal needs and preferences of every student. Job Scope: The main purpose of the job of Facilities Management Administration Assistant is to support and assist the Head of Facilities and the FM Team in all processes and procedures. Responsibility for ensuring that all administration works appertaining to general facilities practices are always adhered to in line with Head of FM directives and FM team needs. Main Duties and Responsibilities This not an exhaustive list of all duties/responsibilities: Managing the FM helpdesk and assign the FM related works to the relevant contractor. Responsibility for preparing reports and maintaining appropriate filing systems. Managing and assigning FM work requests received via helpdesk, calls and emails. Communicating and updating the SISD staff and contractors effectively and professionally. Maintaining asset data and preparing reports. Preparing FM monthly report. Processing invoices and raising requisitions. Sourcing and procuring FM related consumables. Preparing, printing, binding, and archiving, when necessary, all FM related documents/reports/drawings and certificates. Receiving event requests via room booking system and coordinating with the FM team. Documenting daily and weekly facilities inspections, communicating findings and developing action plans as a result of these findings. Keep compliance documents folders up to date for authorities’ inspection, hard and soft copies. Keep all 3rd party contractor’s documentation like passport, IDs and CP trainings etc up to date. Key Relationships Internal: Head of Operations the management team, all administrative and academic staff. External: DHCC, DEWA, Empower, KHDA, Dubai Civil Defense and other government authorities. Position Requirements Education: Diploma holder in Office Administration. Facilities Management related qualification preferred. Experience: Minimum 3 years of experience in Facilities Management Administration role essential. School based experience preferred. Experience in use of helpdesk software. Asset management experience an advantage. Advanced in using office tools like MS Office including Word, Excel, etc. and operate basic office equipment. Competencies: Be an exceptional communicator A proven track record of meeting deadlines through effective management, organization and planning of work High integrity Diligent work ethic Be adapt at having oversight of multiple projects at any one time Be able to build effective relationships with a wide range of people including parents, colleagues and the wider community. Be a good team player Be a flexible, proactive problem-solver with an analytical mind and a creative approach to challenges Culturally agile and adaptable Understanding the complex and demanding environment of an international school community |
