Senior Facilities Admin

Job Objective

One sentence summary of the main objective of the job, the most important activities and the means and guidelines to obtain the objectives.

Responsible for providing high-level administrative and operational support to ensure the smooth and efficient functioning of the maintenance department. This role requires a proactive, detail-oriented professional with strong organizational, communication, and technical skills. The position involves coordinating work orders, managing records and reports, supporting budgeting and procurement activities, and serving as a liaison between the maintenance team and other departments.

Environment

Internal and external interactions i.e.: with other departments/divisions, international scope, providers, customers)

• Internal: Quality Team and operations team
• External: Maintenance Service providers

Key responsibility

• Manage day-to-day administrative tasks for the maintenance department.
• Maintain detailed records of work orders, maintenance schedules, inspections, and repairs.
• Prepare correspondence, reports, presentations, and other documentation as needed.
• Schedule and coordinate internal and external meetings, training, and site visits.
• Receive, prioritize, and dispatch maintenance work orders using CMMS (Computerized Maintenance Management System).
• Monitor the progress of work orders and ensure timely completion and documentation.
• Generate periodic reports on maintenance performance, downtime, and KPIs.
• Assist with purchasing and procurement of tools, equipment, and spare parts.
• Maintain accurate inventory records, coordinate with vendors for timely delivery.
• Reconcile invoices, track purchase orders, and ensure compliance with procurement policies.
• Maintain up-to-date records for compliance with safety regulations and audits.
• Support the development and tracking of preventive maintenance schedules and documentation.
• Ensure documentation aligns with company policies and industry standards (e.g., EDA, FDA, EMA).
• Support the preparation and monitoring of the departmental budget.
• Track expenses and prepare monthly and quarterly financial reports.
• Identify cost-saving opportunities and support process improvements.
• Serve as a key point of contact for internal departments and external vendors.
• Provide administrative support to maintenance supervisors, engineers, and technicians.
• Facilitate onboarding of new maintenance staff and manage training documentation.

Academic experience required

• Bachelors degree in Business Administration, Facilities Management, or a related field preferred

Professional Experience Required

• Minimum 7 years of administrative experience in a maintenance, facilities, or operations environment.
• Experience with SAP, CMMS or maintenance software systems required.

Computing Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• SAP key user

Personal Skills

• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Familiarity with maintenance operations, scheduling, and safety standards.
• Ability to handle confidential information and work under pressure.

Languages

• Arabic
• English