FM Admin / Reprographics / Mail

Purpose:
To assist the facilities manager for all site Facilities Management (FM)
services operations, on-site team and suppliers and projects works.

Responsibilities:
* To assist management of FM Administration Services at UAE Hub locations.
* To assist management for FM standards and delivery through Supplier KPI's/SLA's.
* To assist management client, supplier performance reviews against output on a monthly basis.
* To assist management for the supplier 's financial performance of the site/s service delivery, with rising of work orders, Purchase orders and control of supplier invoices.
* To assist management to manage the BCP (emergency evacuations).
* Assist the FM management Administration of small projects works with onsite support.
* Assist the FM management of emergency procedures for the UAE site/s.
* Assist the FM management for all accident reporting at site/s.
* Assist the FM management with Health & Safety and Environmental requirements
* Manage reprographics tasks - printing, scanning, photocopying, bookbinding, preparation of client documentation.
* Manage mail / courier services tracking incoming and outgoing mail and Collection of internal / external mail for posting / delivery (from reception), following up on delivery and invoice tracking in line with client mail services processes and policies.
* Manage Archiving services on request from client in line with client processes and policies.
* Management of FM related consumables - stock control and ordering, invoice tracking and payment

Financial:

• To assist FM management with Administration all supplier financial supplier costs and controls for the site/s.


• To assist FM management with Administration to ensure the timely delivery of all monthly financial reports.

People skills:
* Strong supervisory skills and influencing ability.
* Manage and deliver their objectives set by their line manager.
* Strong communication skills (oral or written).
* Be able to converse confidently with staff, customers and suppliers at all levels.
* Strong team player with a passionate customer service focus.

Customer Service:
* Maintain regular contact with the FM by developing permanent, mutually beneficial relationship including growth plan and training.
* Assist the FM management for his accountability being the forefront of customer relationships in the site/s.
* Demonstrate strong customer services skills and use your experience to ensure that customer expectations are met.

Environment, Health and Safety
* Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training
* Follow required emergency prevention and operational controls
* Report all accidents, occupational illnesses and emergencies

Quality:
* Apply, execute and maintain function related quality issues

Experience and Qualifications :
* Experience of ‎3-‎5 years in an administration, management, supervisor role or related service environment.
* Demonstrate experience in dealing with customer service and exhibit key skills within this area.
* Sound problem solving ability.
* Strong communication skills (oral and written).
* Excellent influencing skills.
* Experience in contract management and measurement.
* PC literate i.e. Microsoft systems.
* Self motivated.
* Manage up to ‎10 staff.