Facility Administrator

Job Description

The position acts as the first point of contact between tenants (or guests) and the Client or Facility Management Team, mainly to answer inquiries, direct phone calls, book reservations and facilitate maintenance requests. The Concierge ensures that every tenant or guest feels welcomed while maintaining corporate values / etiquettes at all times. The position will assist, in general, the Facilities Engineer or Manager (FE/FM) on various site coordination, communication and documentation

• Greet and welcome tenants/guests as soon as they arrive with utmost courtesy.
• Acknowledge the requests upon reception from emails or messages.
• Obtain all the necessary information from the tenant to understand clearly the inquiries or problems including other essential details such as exact location, apartment number, urgency level, availability of the customer, contact person, etc.
• Request from Helpdesk to create the Work Order (or Task) and assign it to the team for any tenant?s requests. Note: Concierge can create Work Order directly from the system, if authorized by the FE/FM.
• Familiarize oneself with the contract obligations, scope of work and service level agreement (SLA) to understand the expected response time to any request/complaints.
• Coordinate with the Client/Landlord for any inquiries relevant to Leasing or Property Management.
• Act as a bridge between the Tenants and the Leasing team for various works such as receiving cheque, contract copy, disseminating circulars, etc.
• Coordinate with the tenants for their preferred schedule for any interventions i.e. installation, pest control, replacement, PPM, etc.
• Receive all deliveries viz. cleaning consumables, bottled water, laundry pickup, etc.
• Follow up on job status with the operatives and update the customer by call or email.
• Sort out and escalate situations requiring urgent attention by FE/FM.
• Prepare the Kahramaa bills and hand over to the concerned tenants, if applicable.
• Monitor the Clubhouse bookings manually and/or through mobile apps, if applicable.
• Assist the moving-in or moving-out tenants in documentation and communication.
• Conduct routine inspection of the amenities and its furnishings for any abnormalities.
• Prepare the work schedule based on the site requirements.
• Uphold the Clubhouse amenities in terms of cleanliness and tidiness.
• Coordinate the cleaning activities to the Cleaning team and its required documentations.
• Assist the FE/FM in monitoring PPM by Subcontractors and filing its service reports.
• Assist the FE/FM in preparing the Incident Report.
• Prepare the Condition Report when required.
• Prepare the required data/information for the monthly reports, as required by the Client.
• Ensure the tenants are updated regarding the pending tasks, especially VIP clients.
• Inform the tenants with the latest information or updates as required by the concerned parties.
• Attending shifts or relieving duty as per schedule approved by the Line Manager.

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