Facilities Coordinator - CRE

About the Company

Al Rostamani Group is a diversified business group with roots going back to 1957. Its activities span general trading, automobiles and heavy equipment, travel, foreign exchange, financial services, property management, construction, infrastructure development, and information technology services. The organization employs around 2,000 people representing 41 nationalities, creating a diverse and multicultural workplace built around commitment, care, and vision.

Role Overview

The Facilities Coordinator will support the Facilities Engineer and Facilities Manager within the Corporate Real Estate function and across the wider portfolio. This role focuses on administrative coordination, documentation, and follow-through so that the management team can stay focused on service delivery and operational priorities.

Key Responsibilities

• Support Facilities Engineers and Facilities Managers with day-to-day administrative tasks.
• Draft routine letters and memoranda in reply to inquiries.
• Serve as a coordination link between administrators by communicating instructions, assignments, and updates, then tracking progress.
• Prepare documents, charts, and graphs in polished final format.
• Arrange department meetings, record minutes, and monitor action items after the meeting.
• Create and monitor purchase orders in SAP.
• Enter invoices into SAP and coordinate approvals with the relevant Facilities Engineer or Facilities Manager.
• Help prepare office and Corporate Real Estate budgets.
• Compile data such as expenditure and maintain organized filing and record-control systems.
• Oversee general office coordination, including seating, stationery, equipment, and business support requirements, ensuring requests are routed for approval.
• Follow up with Finance on payment, contract, and related issues.
• Coordinate with GLD on contract verification requirements.
• Prepare Delegation of Authority approval documents for invoices, reports, memos, letters, and financial statements using Microsoft Office tools.
• Track tenant documentation such as DM, DCD, DEWA, SEWA, and SM completion certificates, utility bills, and statutory maintenance service reports for fit-outs.
• Assist in monthly reporting and variance analysis preparation.
• Monitor statutory maintenance records and ensure follow-up actions are completed.
• Prepare monthly executive reports and maintain structured data management.

Experience and Knowledge

The position requires at least 3 years of relevant experience in UAE property market management. Candidates should be comfortable working with people at all levels, handling confidential information, and staying effective under pressure. Strong communication, organization, attention to detail, and customer-service orientation are essential. The role also calls for a solid understanding of property maintenance practices, methods, and workflows.

Tools and Technical Skills

Proficiency with Microsoft Office is required. Experience in Visio and CAD will be considered an advantage. The role also benefits from candidates who can create or improve processes and who are able to work independently while responding quickly in demanding situations.

Language Requirements

Strong spoken and written English is required. Arabic language skills are an advantage.

Application Approach

The organization looks for candidates whose skills, experience, learning mindset, and alignment with its core values of care, commitment, and vision make them a strong fit for the role.