• Perform the day-to-day administration support needed by the department/project and maintain updated computerized records of activities to help in ensuring high productivity and a smooth flow of activities.
• Assist the line manager in any work needed such as drafting agreements, researching for suppliers, analyzing supplier evaluation results, updating records, coordinating meetings with tenants, customers, service providers, etc. to ensure that the necessary support and coordination is being provided to the line manager.
• Development of SLA/KPIs, budget and cost models.
• Deploy, control and report on SLA/KPIs.
• Analysis of waste disposal, audits & permits for hazardous waste disposal.
• Liaise with different departments to figure out the required deployment plan and continually adjust it to the needs of the project.

Procurement and Logistics Coordination

• Coordinate with all departments to complete project milestones including but not limited to: receive Quotations provided by suppliers offering required services, prepare Purchase Orders and Vendor Contracts, and forward same for approval to the line manager (depending on the delegation of authority and purchasing policy).
• Follow up with line manager on the status of documents issued for signature and approval, make any necessary amendments as advised, forward same to suppliers, and follow up with suppliers on the delivery to ensure the provision of products/ services on time.
• Receive invoices from suppliers, vendors and proactively seek approval of the line manager on same as per the set standards and policies, post the invoice on the system, and send the invoice - along with all relevant documents - to the Finance department with the proposal transmittal for processing.
• Maintain records of all Purchase Orders sent and invoicing transactions, and update the log regularly to ensure that all data/ information pertaining to the purchase of soft services is accurate and up to date.

Administration

• Handle all archiving, filing, and record keeping of all documents IMS documentation related to soft services, contracts and agreements, customer quotations, purchase orders, etc. to ensure easy future reference to them.
• Attend meetings as necessary, prepare the Minutes of Meetings and communicate an action plan accordingly
• Coordinate with relevant parties to ensure that the appropriate cleaning, security, urban cleaning, waste management and pest control services are being provided, receive any remarks and complaints that they have, and forward same to the line manager for action.

Policies, Systems, Processes, & Procedures

• Follow all relevant policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
• Make sure the IMS procedures, documents & record formats related to soft services are up to date and reflecting the actual practice.

Statements & Reports

• Assist in the preparation of timely and accurate statements and reports to meet the Company's requirements, policies, and standards.

Quality, Health, Safety, & Environment

• Ensure all relevant quality, health, safety, and environmental procedures, instructions, and controls are adhered to so that the safety of employees, quality of products/ services, and environmental compliance can be guaranteed.
• Liaise with HSEQ officer to issue & update risk assessments, and implement the risks control measures

Related Assignments

• Perform other related duties or assignments as directed.

REQUIREMENTS

Leisure Experience Is Mandatory

Minimum Qualifications

• Diploma in Business Administration, Hotel & Restaurant Management or any related field

Minimum Experience

• 2 to 3 years' experience in coordinating soft services within large facilities; exposure to facilities management and maintenance jargon and knowledge of basic HR and procurement functions is preferable

Job-specific Skills

• Coordination skills, time management skills, organisation, numerical and problem solving skills, communication and interpersonal skills, typing skills, computer proficiency, and multiple stakeholder management skills

ABOUT THE COMPANY

Enova is a joint venture created in 2002 between Majid Al Futtaim Ventures - which is the growth engine responsible for developing new businesses that complement and reinforce the Majid Al Futtaim Group leadership in its core businesses, and Veolia - the global leader in optimized resource management; designing and providing water, waste, and energy management solutions that contribute to the sustainable development of communities and industries.

Enova employs over 2,000 highly trained and multi-skilled employees serving a wide portfolio of clients in the public, residential, commercial, industrial, and healthcare sectors. Enova is the leader in energy and multi-technical services, delivering comprehensive services to its clients, and was the first company in Dubai to be certified ESCO (Energy Services Company) by the RSB (Regulation & Supervision Bureau) in April 2014.