Facilities Coordinator

Role overview

This position is for a proactive and well-organised Facilities Coordinator to help keep the office operating smoothly on a day-to-day basis. The role is on-site in Dubai and can be either part-time or full-time. It is well suited to someone with 1–2 years of background in facilities, office coordination, or a similar support function.

You will be the main point of contact for employees, contractors, and visitors, and will play an important part in keeping the workplace safe, efficient, welcoming, and well maintained. The role combines reception support, administration, facilities coordination, health and safety tasks, ESG reporting, and general office support.

Reception and front-of-house duties

• Welcome visitors and guide them through the sign-in process.
• Represent the company professionally and consistently reflect its values in day-to-day interactions.
• Monitor the reception area so that employees and guests receive a high standard of service.
• Manage incoming and outgoing mail as well as deliveries.
• Keep office and meeting spaces neat, organised, and ready for use.
• Arrange and conduct office tours for new joiners.

Administrative and coordination support

• Take care of document handling and record management.
• Raise and track purchase orders.
• Document the results of weekly walkabout inspections.
• Respond to emails and support internal communication needs.
• Coordinate with vendors and monitor contract status.
• Provide regular facilities management updates to the RREFM.
• Support sales managers with ad hoc administrative tasks.

Facilities management duties

• Handle the internal request system for facilities-related issues.
• Help maintain the facilities knowledge base, SharePoint, and related tools.
• Carry out daily walkthrough checks and weekly documented inspections.
• Take part in projects as and when assigned.
• Register and supervise facilities contractors on site.
• Ensure planned preventive maintenance is completed on schedule.
• Make sure reactive maintenance is addressed promptly.
• Work closely with the cleaning supervisor to maintain high cleaning standards.
• Maintain the site fixed asset register.
• Communicate office notices and changes, and help drive best practice among stakeholders.
• Oversee office procurement so stationery and printing supplies are always available.
• Order beverages, refreshments, and other office consumables in a cost-effective way and keep purchase orders current.
• Coordinate with the landlord/building management to support a safe and pleasant workplace.

Health and safety responsibilities

• Act as a fire warden and first aider; training will be provided.
• Ensure enough fire wardens and first aiders are available in the office.
• Record and report accidents or incidents.
• Maintain compliance with health and safety requirements and training.
• Check first aid kits and related equipment regularly.
• Complete workplace risk assessments for the office.
• Review RAMS and issue permits to work when needed.
• Support DSE requirements for staff in the office and at home, following global H&S and HR processes.

ESG and compliance

• Act as Green Champion, monitor ESOS data compliance, and promote recycling and other sustainability practices.
• Report on office energy-saving initiatives, including recycling improvements, lighting changes, and reducing plastic use.
• Submit quarterly carbon data to meet site compliance requirements, including utilities and waste data.
• Enter data on gas, heat and steam, other fuel use, refrigerants, general and recycled waste, and paper consumption into the carbon platform.
• Liaise with building management on ESG initiatives.
• Make sure all statutory signage remains current and displayed correctly.
• Arrange fire risk assessments and follow through on required actions.

Other office support

• Help organise internal events and support meeting room setup, including reporting technical issues.
• Manage the visitor management system and flag any problems.
• Administer staff lockers and take responsibility for key control and office security.
• Share office updates and information through the intranet, email, and internal presentations.
• Maintain the intranet page for the location.

Experience and skills

Applicants should bring 1–2 years of experience in facilities, office coordination, or a related role. Strong working knowledge of Microsoft Office tools such as Excel and Outlook is expected, along with solid communication and organisational abilities. The role also calls for someone who can work well independently while contributing effectively to a team.

Additional notes

This role can be offered on a part-time or full-time basis and is based on-site in Dubai. Training for fire warden and first aider duties will be provided. An IOSH qualification or equivalent health and safety awareness is desirable, and it may be obtained after joining. Interest in sustainability and workplace wellbeing is also considered an advantage.