Maintain and continuously update the master facilities document control system — contracts, drawings, submittals, handover packages, as-built registers, O&M manuals — across all projects, extending the same taxonomy already built for Linea Uno's archive.
Own and update the Master PPM Calendar, KPI/SLA scorecards, and staffing delivery trackers, consolidating inputs from site-level supervisors ahead of management reporting.
Coordinate and schedule your meetings, site visits, and vendor/consultant appointments across all active projects.
Act as first point of contact for logging tenant service requests and complaints, routing each to the right site team and tracking it through to closure.
Maintain the vendor and contractor contact database, contract renewal calendar, and insurance/certification expiry tracker across all sites.
Track purchase orders, invoices, and payment approvals related to facilities operations, liaising with finance/accounts.
Support preparation of the Monthly FM Report to Management, consolidating data across multiple projects.
Maintain correspondence logs, meeting minutes, and action-item trackers for facilities-related meetings with owners, tenants, consultants, and vendors.
Support onboarding of new hires and vendors into the facilities management system — access, documentation, induction scheduling.
Help roll out new SOPs, PPM templates, and reporting tools consistently as the in-house team and future projects come online.
Stand up facilities administration processes for each new project from day one as the portfolio grows, rather than reconstructing records after the fact — the way Linea Uno's own archive had to be.
Requirements
Required: 3-5 years' experience in a facilities, real estate, or project coordination/administration role; strong organizational and documentation skills, comfortable managing large sets of contracts and drawings, spreadsheet-proficient; experience coordinating across multiple stakeholders (vendors, contractors, tenants, consultants); fluent Arabic and English, written and spoken; proficient in Microsoft Office/Google Workspace; detail-oriented and able to work independently without heavy supervision; bachelor's degree in business administration, engineering, or related field, or equivalent experience.
Preferred: prior exposure to real estate, construction, or FM specifically; experience with document-control or archive work; familiarity with PPM/CMMS-style tracking or vendor/contract databases.