Facilities Administrator

The Facilities Administrator will be responsible to the Facilities and Operations Coordinator, for the day-to-day operations of all Technical Institute facilities, MEP systems and infrastructure, providing support to the QAF for 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 Facilities and Operations Coordinator in maximising the availability of the TI facilities and associated systems, 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 Officers and any 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).

Support and assistance to Operations Support to cover leave and illnesses to obtain TI Site Military Base Passes as required for staff, contractors, visitors, and suppliers.

• Conduct daily checks on all critical MEP systems and report any issues promptly to your line manager and QAF Maintenance for rectification.
  
• Ensure any reactive maintenance/repair tasks required are documented, 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 your line manager or Facilities and Operations 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.
  
• Consulting 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 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 and Graduations.
  
• Support to engagements 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.
  
• Production of daily cleaning schedules for all site toilet and kitchen areas, monitoring daily to ensure cleaners are providing a suitably hygienic area, collection and uploading of schedules to the businesses online SharePoint.
  
• Support Operations Support with stationary orders, deliveries and organising the stationery store.
  
  

• 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. 

• Experience in a training environment.
• Experience working within a Military setting or with a Military customer.
• Knowledge of SharePoint is an advantage