FM Officer

This position would be directly reporting to senior Storekeeper / Procurement Admin / FM Admin and managed by Senior Facilities Manager.

With responsibilities:

Assisting Storekeeping and Procurement: Under general supervision this position is responsible for the assisting in management of a department’s storeroom which includes but is not limited to, stocking of operational materials and supplies, inventory control and records, purchasing, and related duties as required.

The ability to fill the store requisition and keep tracking for the issuing.
Responsible of organizing and executing monthly Inventories and keeping clean records of it.
Maintain receipts, records, and withdrawals of the stockroom.
Receive, unload, and shelve supplies.
Keeping minimum amounts of stock, procuring of all and any type of maintenance equipment, tools, materials, or services used or needed by the FM team.
The ability to make sure that stores always organized and in good Shape.
The ability to make monthly and annual inventories and keep records of inventory gaps.
Responsible for coordinating of various products, ordering of materials, supplies, and/or equipment and follow up with vendors on shipment and delivery thus verify that the correct items and amount has been delivered.
The ability to keep records for all the supplies and maintain proper system for the items log.
Coordinate the handling of freight, the movement of equipment, and necessary minor repairs
Carefully checks purchase orders for accuracy, completeness, and clarity. Verify that product information, shipping information, cost and delivery dates are all correct before obtaining authorization to place an order.

Perform other stock-related duties, including returning, packing, labeling supplies.
Inspect deliveries for damage or discrepancies; report those to accounting for reimbursements and record keeping.
Rotate stock and coordinate the disposal of surpluses.
Communicate with suppliers for obtaining quotes and proposals. Preparing Maintenance approval forms Comparison sheets and Local Purchase orders and any other relevant documents.
Assisting FM coordinators and Service Supervisor for all the procurement needs they may have.

Assisting FM Administration: Under general supervision this position is responsible for the assisting in FM Administration document controlling which includes but is not limited to, Petty cash, Overtime, Work requests, Job sheets, Invoicing, asset tracking, AMC contracts tracking, and related duties as required.

Creating and keeping a system of logging and tracking all the assets in all the sites maintained by our division, with purpose of effectively monitoring PPM schedules for keeping right supplies for all the tasks per schedule. Short term and long-term planning of the stocks based on PPM schedules.
Creating and keeping a system of logging and tracking all the AMC contracts of external vendors and all the service reports. Including but not limited to Civil defense AMC contracts and annual ESTIFA certification, Water tank cleaning, lifts, cradles, CCTV. Communicate with relevant departments on quality of service and renewal of AMC contracts. Monitor service reports and arrange or request rectifications as per reports wit quotation approvals and necessary pertaining documentation. Raise relevant maintenance approval forms and Local purchase orders as
per needs. Monitor the service is done as per schedules with support of field team site inceptions as per needs. Ensuring all authority approvals and certifications are met and renewed as
per needs.
Keeping track of Petty cash bills/receipts/invoices to be fully compliant with current accounting codes and tracking expenses per sites and employee. Making petty cash reports for accounting department.
Keeping track of all Overtime sheets, controlling them, filling additional details, checking pertaining documents, preparing approval sheets.
Keeping track of all the work order requests, Job sheets for jobs finished, and utilization of labor and materials, until issuing final invoice. Based on these issuing invoices trough ERP system.

Vehicle fleet management including but not limited to: GPS vehicle tracking, vehicle registration renewal, wrapping approvals, vehicle maintenance, vehicle fines management, fuel allowance.

Any other duty that may come as a natural part of Departments organizational needs
Experience
Candidate should possess previous experience in all the above mentioned

In addition, candidate should possess:
English language – read write and speak at highest level
Multi language speaker is preferred
Good personality
Ready to educate and develop further
Previous experience in maintenance materials and maintenance practices to understand all the materials used and site conditions pertaining to the use of maintenance materials and services.
Ability to work cohesively with fellow colleagues as part of a team with minimum supervision.
Ability to focus attention on client and/or project specific needs, remaining calm and concentrated under pressure
Excellent written and verbal communication skills
Competencies in data entry, analysis, and management
Keen attention to detail and ability to effectively manage time
Skills to operate common office equipment
Minimum of a high school diploma or equivalent
Physical ability to frequently lift and carry materials weighing up to 25kg

Excellent communication and organizational skills
Strong interpersonal and problem-solving abilities
Highly responsible & reliable
Knowledge of proper bookkeeping and inventory management
Familiarity with standard concepts and best practices in a stockroom or warehouse environment
Analytical mind with ability to make accurate mathematical computations

Qualifications
Fluent in additional languages except English. Like Arabic, Hindi, Tagalog.
Preferred Candidate would be the one with
UAE driver’s license.