Facilities & Office Operations Lead

We're Hiring: Facilities & Office Services Officer

We are supporting our client by hiring an experienced Facilities & Office Services Officer to join their team.

Job Purpose Summary:

The Facilities & Office Services Officer is responsible for supporting the efficient operation of the company’s headquarters facilities by coordinating office services, supervising cleaning and maintenance activities, managing meeting room operations and office supplies, maintaining office asset records, and coordinating with service vendors. This role ensures that office facilities are safe, well-maintained, and properly equipped to support day-to-day business operations.

Roles & Responsibilities:

• Office Management & Workplace Coordination:
  • Support the day-to-day management of office facilities at the company headquarters.
  • Ensure office spaces are properly organized, functional, and suitable for staff operations.
  • Coordinate workspace arrangements and office setup requirements when necessary.
  • Monitor general office conditions and report facility issues to the General Services Manager.
  • Support internal office logistics and administrative facility needs.
• Cleaning, Maintenance & Security Oversight:
  • Coordinate cleaning services to ensure office premises remain clean and properly maintained.
  • Monitor maintenance activities related to office infrastructure and facility equipment.
  • Report maintenance issues and follow up with service providers to ensure timely resolution.
  • Coordinate with building management or contractors regarding facility-related matters.
  • Support the monitoring of office security arrangements and ensure proper access control where applicable.
• Meeting Rooms, Office Supplies & Utilities Management:
  • Coordinate the scheduling and preparation of meeting rooms for internal meetings and events.
  • Ensure meeting rooms are properly equipped with required furniture, equipment, and supplies.
  • Monitor and manage office supplies inventory and ensure availability of essential office materials.
  • Coordinate procurement of office supplies when required.
  • Monitor office utilities usage and report operational issues affecting utilities.
• Office Asset Register Management:
  • Maintain the asset register for office equipment and furniture, including non-core IT assets.
  • Track allocation and movement of office assets across departments.
  • Ensure proper documentation of asset assignments and updates to the asset register.
  • Support periodic verification and inventory checks of office assets.
  • Coordinate with relevant departments regarding replacement or repair of office equipment.
• Vendor Coordination & Service Support:
  • Coordinate with external vendors providing facility-related services.
  • Monitor vendor performance to ensure services meet agreed standards.
  • Follow up with vendors regarding maintenance requests and service delivery.
  • Support the General Services Manager in coordinating facility-related service contracts.
  • Maintain records of service providers and facility-related service activities.

Skills:

• Technical / Functional Skills:
  • Knowledge of facilities management and office administration practices.
  • Experience in managing vendors and service contracts.
  • Familiarity with asset tracking and inventory management.
  • Understanding of workplace safety and maintenance requirements.
  • Basic knowledge of procurement and administrative processes.
  • Familiarity with ERP or asset management systems (advantage).
• Professional Skills:
  • Strong organizational and coordination skills.
  • Good communication and service-oriented approach.
  • Ability to manage multiple tasks and priorities efficiently.
  • Attention to detail and proactive problem-solving.
  • Ability to work independently and respond to operational needs.
  • Professional and reliable approach to workplace management.

Education:

Diploma or Bachelor’s degree in Business Administration, Facilities Management, or a related field.

Certificates:

Professional certifications in facilities or workplace management are an advantage

Computer Literacy:

• Computer literate.
• Proficiency in:
  • MS Office.
  • ERP or asset management systems (advantage).

Languages:

English fluent.
Arabic is preferred.

Experience

• 5–7 years of relevant experience in office administration, facilities management, or workplace services.
• Experience in corporate environments is preferred.