Admin - Property Management/ Facility Management

Job Description

Administrator Property & Asset Management Technical Services

Reporting To: Inspector / Assistant Manager Property & Asset Management Technical Services

Purpose

The Administrator Technical Services provides essential coordination and administrative support to ensure maintenance activities, documentation, and communication flow smoothly between residents, vendors, and internal teams. This role enables timely service delivery, accurate records, and a consistently positive customer experience aligned with Colliers customer-first standards.

Main Responsibilities

• Log, track, and monitor maintenance requests, work orders, and service tickets within approved systems such as Yardi, Concept, etc.
• Coordinate with Technical Managers, supervisors, and contractors to ensure timely assignment and follow-up of works.
• Maintain accurate records of work orders, quotations, approvals, completion reports, and invoices.
• Track service-level timelines and flag delays or issues for escalation.

• Support contractor onboarding documentation, compliance records, and expiry tracking.
• Collect and organise quotations, scope documents, and completion confirmations.
• Ensure technical files, asset registers, and maintenance records are complete and up to date.
• Assist with the preparation of reports related to maintenance performance, costs, and service delivery.

• Act as a coordination point for maintenance-related enquiries, ensuring clear and timely communication.
• Provide status updates to Property Management teams, residents, and owners as required.
• Support Technical Services teams during peak periods to ensure continuity of service.

• Update maintenance systems and shared platforms with accurate and timely information.
• Ensure documentation complies with Colliers SOPs, data governance standards, and UAE regulatory requirements.
• Support adherence to health, safety, and technical compliance standards.
• Maintain confidentiality and accuracy when handling client, resident, and asset information.

• Assist with scheduling inspections, preventive maintenance, and contractor access.
• Support colleagues during absences by managing calls, emails, and follow-ups.
• Maintain a professional, service-oriented approach aligned with Colliers brand standards.
• Undertake additional administrative responsibilities as reasonably assigned.

• Accuracy and timeliness of maintenance records and system updates.
• Responsiveness to internal and external enquiries.
• Compliance with SOPs, documentation, and reporting standards.
• Quality of coordination support provided to Technical Services teams.

• Diploma or undergraduate degree in Business Administration, Facilities Management, or a related field.
• 13 years of experience in administrative or coordination roles, preferably within property or facilities management.
• Strong written and verbal English communication skills; Arabic is an advantage.
• High attention to detail with strong organisational and follow-up skills.
• Confident user of MS Office and property or maintenance management systems.
• Ability to work effectively in a fast-paced, multicultural environment.