Facilities Administrator

The Facilities Administrator will be responsible to the Facility Operation and Maintenance Lead, for the day-to-day operations and maintenance of all Technical Institute facilities and infrastructure, providing support to the oversight of all maintenance or construction and ensuring activities are conducted safely and in a timely manner. Regularly engaging with a diverse group of internal and external stakeholders, this role requires effective communication to Technical Institute staff, Qatar Armed Forces, Al Udeid entities (e.g., Base maintenance and utility services) and external suppliers and specialist contractors. The Facilities Administrator will support the Facility Operation and Maintenance Lead in maximising the availability of the TI facilities and ensuring all activities conducted within the Technical Institute are compliant with the appropriate regulations.The role will also assist in acting as a point of contact for the Technical Institute QAF administration team and supporting entities. Additionally, the role will support the management and co-ordination of key Technical Institute events in such as VIP visits, student graduations and all other events associated with celebration or promotion of the Technical Institute. The role will also support all QTI activities, the Facilities Administrator will facilitate engagements with the relevant QAF entities to assure the on-going operations of the Technical Institute and the adherence to local (QAF regulations).The key responsibilities of the Facility Administrator are:Support the implementation of comprehensive building and equipment operation and maintenance schedules. Ensure any reactive maintenance/repair tasks required are reported and rectified in a timely manner. Respond to issues and concerns raised by Technical Institute staff, providing feedback on the progress of any resolution. Monitoring the Institutes fault reporting system including the logging of all jobs received and updating records accordingly. Co-ordinating workflows and escalating any issues, as required to the Facility Operational and Maintenance Lead. Support the Project Management Team in providing supplier solutions against any Technical Institute issues. Raising purchase orders where required, supporting procurement initiatives, monitoring the contractor’s database. Liaising with internal and external Technical Institute service providers, suppliers, and contractors for coordination of works programmes, deliveries, and information requests. Support to monitoring all works conducted by internal maintenance teams and specialist external contractors to ensure quality and all works are conducted to a suitably safe standard. Maintaining the Institutes Facilities Management files, including scanning and/or saving service sheets, works requests, maintenance records and certificates, maintaining records of the Institutes facilities management activities where applicable and kept in line with the Technical Institutes document configuration and control policy. Support to liaising with Design Authority to ensure all technical drawings, to ensure updates are included in all drawings. Support the production of reports O&M activities for analysis. Assist with the planning and delivery of Technical Institute events, requiring FM support such as VIP visits. Support to liaising with the Qatar Armed Forces Assist in acting as a point of contact for the Technical Institute QAF and QAF entities. The role will facilitate engagements to inform all relevant internal stakeholders on meeting information and customer activities including but not limited to meeting agendas, attendees, locations, actions, dates, and times event/meeting outcomes. In conjunction with the Project Management Team and Health and Safety Advisor, the role will facilitate the procurement and allocation of staff uninforms and all staff and student PPE. The role will support Continuous Improvement (CI) activities and development of Customer Satisfaction metrics.RequirementsEssential:Foundation Degree or equivalent, or suitable experience, in a technical/engineering discipline. Excellent English and Arabic, both spoken and written. Excellent customer care skills, communication skills and people skills. Ability to work independently, to show initiative and to organise effectively. Ability to work under pressure and meet deadlines. Knowledge of Facility, Construction and Health and Safety laws and regulations. Familiarity with technical drawings. 3 years’ experience in a Facility Management/Contractor Management role, or similar. Familiarity with of one or more of the following: Fire Alarm Systems, Security Systems, AC Systems, Utilities Supply. Ability to safely work autonomously, with minimal supervision. Computer literate with experience of Office (Word, Excel, & Power Point) & other systems/databases. Ability to manage and prioritize a high and complex workload with excellent time management, planning and organisational skills. Driving License. Prepared to work flexible hours as certain situations may dictate. Preferred:Experience in a training environment. Experience working within a Military setting or with a Military customer. Written and spoken Urdu. Knowledge of CAD or similar systems is an advantage.