Facilities Coordinator, Autodesk, Dubai, UAE

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Position Overview

Proactively coordinates all day-to-day facilities operations including repairs and enhancements. Supervise and maintains site(s) to meet high company standards for safety, organization, orderliness, cleanliness and aesthetics.  Act as receptionist and building contact “point person” for distribution of general information.  Monitors budget and work with Facilities Finance Analyst on forecasts for sites. Coordinate health, safety, and environmental compliance activities on the site and update responsible management.

May maintain documentation such as power and HVAC diagrams, space usage, guides, etc.  Provide support to vendors/contractors such as security force, cafeteria, print, media relations.  May assist in hosting visitors and arranging seminars and layout of rooms with audio visual support

This position typically reports to the Workplace Manager, and it is in Office position (not remote or hybrid)

Principal Duties and Responsibilities

FACILITIES UPKEEP AND MAINTENANCE:

    Establishment and administration of working processes related to building and grounds maintenance, cleaning & janitorial services, security services, utilities, negotiate contracts and vendor management
    Initiate regular contact with department managers to understand needs and take action to resolve issues that may arise
    Manage day-to-day operations by performing duties such proactive “walk-throughs” of site including to carry out preventative maintenance, safety inspections, and repairs
    Track budgets and ensure payment is made on time and efficiently
    Maintain an inventory of all required office supplies, kitchen supplies & equipment and coordinate replacement orders as necessary
    Assist or lead new employee onboarding as needed.
    Monitor the car parking facilities and issue permits where necessary
    Raise and track purchase order requests and ensure invoices are processed accurately and efficiently
    Supervise janitorial team
    Serve as point of contact for security-related matters in case of natural disaster, or any other emergency cases.
    Manage meeting room set up’s and audio/visual troubleshooting to ensure all equipment is in working order.
    Coordinates work with outside vendor(s) or landlord as needed.
    Maintain professional appearance of building lobby, reception area, conference rooms
    Maintain proper office documentation of facilities, environmental, and safety related documents
    Manage cost administration and place order by using Autodesk tools
    Use the Autodesk tools to trace repairs & schedule maintenance, of the company asset
    Use mobile app for managing the site tickets, completing the requests or recommending appropriate solutions to customers in a timely manner.
    Ensure compliance with local health and safety regulations and company safety standards, including working with safety consultants to carry out regular risk assessments and reviewing any changing equipment or processes with potential health and safety impacts.
    Take part of the Emergency Response Team efforts- organize fire drills, training of fire wardens/first aiders, monitor and re-stock emergency supplies if needed.

COORDINATION:

    Coordinate with outside contractors’ other departments (such as EIS, HR)
    Assist with space planning and manage/support office moves
    Maintain knowledge of building management’s policies and procedures manual and maintain building specific files
    May perform other activities such as mail deliveries, shipping & receiving, inter-office transportation of equipment and in some locations may serve as back-up Receptionist
    Serve as contact point for security-related matters in case of natural disaster, or any other emergency cases. In some locations, provide general administrative support for the Security system and issue of security badges
    Collect and maintain data for reports related to headcount, financial, meeting room utilization and others
    Lead and coordinate event projects and other departmental initiatives such as sustainable operations

Minimum Qualifications

    + 2 years’ experience in Facilities Coordinator operations in high-tech company or equivalent
    Experience in Budget management
    Must be willing to work outside of office hours when needed (Certain Repair & Maintenance works need to be done in weekends and holidays)
    Must be willing to carry company mobile phone and be "on-call" for emergencies.  (Unless restricted by local labor laws)
    Knowledge of Office 365, experience with Excel, Word, Outlook
    Work experience within both office and industrial environments preferred
    Knowledge of applicable environmental, health, and safety laws or strong willingness to learn including attending applicable external trainings and self-study.
    Strong communication skills - oral and written
    An analytical mind with problem-solving skills
    Organized with Multitasking abilities
    Works well under pressure
    Accurate, precise, with high attention to details
    Creative and can-do attitude, ability and willingness to learn new things
    Strong teamwork skills; and a strong ability to offer suggestions and improvements to processes
    Fluent in English and nice to have Arabic

Preferred Qualifications

    Knowledge of Audio-Visual setup and videoconference system
    Autodesk AutoCAD or Revit nice to have
    Proficient in operating BMS (Building Management Systems)
    HVAC knowledge

#LI-MB1

Learn More

About Autodesk
Welcome to Autodesk! Amazing things are created every day with our software – from the greenest buildings and cleanest cars to the smartest factories and biggest hit movies. We help innovators turn their ideas into reality, transforming not only how things are made, but what can be made.

We take great pride in our culture here at Autodesk – our Culture Code is at the core of everything we do. Our values and ways of working help our people thrive and realize their potential, which leads to even better outcomes for our customers.

When you’re an Autodesker, you can be your whole, authentic self and do meaningful work that helps build a better future for all. Ready to shape the world and your future? Join us!

Salary transparency
Salary is one part of Autodesk’s competitive compensation package. Offers are based on the candidate’s experience and geographic location. In addition to base salaries, we also have a significant emphasis on discretionary annual cash bonuses, commissions for sales roles, stock or long-term incentive cash grants, and a comprehensive benefits package.

Diversity & Belonging
We take pride in cultivating a culture of belonging and an equitable workplace where everyone can thrive. Learn more here: https://www.autodesk.com/company/diversity-and-belonging

Are you an existing contractor or consultant with Autodesk?

Please search for open jobs and apply internally (not on this external site).

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https://autodesk.wd1.myworkdayjobs.com/en-US/Ext/job/Dubai-ARE/Facilities-Coordinator_24WD82366?source=Indeed


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