FM Administrator
Emrill Services LLC
Total years of experience :10 years, 7 Months
Preparing of Monthly Revenue as per the Payment schedule / Preparation of Monthly Invoice and Submit to Client.
Prepares quotations, liaises and forwards to client.
Mystery shopper report (i.e.House Keeping, Civil, MEP issues) closing the report before expiry date
ICMS-Task (i.e. MEP, BMS, Fire Pump, Fire Alarm, Civil, House Keeping, etc) forward to concern staff and closing the before expiry date without Client Penalty, monitoring daily basis.
Maintaining & updating (softcopy & hardcopy) administrative documents and files on a daily basis.
Daily Job request (JR) monitoring, control & reporting.
Monthly contract management reporting.
Preparing monthly attendance sheet with employee’s absent, sick leave and vacation details as well as client’s time sheet for cost plus.
Preparing salary invoicing summary for Finance Dept and AFM.
Obtains quotations for small works from suppliers ensuring correct product and prices are used.
Prepares the weekly manpower resource vacancy spreadsheet update to head office requirement.
Manages petty cash process, material request, phone cards and staff uniforms.
Prepares all HR required documentation, i.e. salary increments, promotions, leave, requests for passport and arranges delivery to HO.
Work within predetermined budgetary guidelines
Ensure compliance with Company financial policy and standards
Promotes innovative ways to add value and reduce costs within the team.
Through regular communication with Line Manager, ensure that the required skills and knowledge to meet the needs of the role are updated and developed, maintaining quality of all staff.
Overall Dubai EmaarProjects.
KEY RESPONSIBILITIES:
• Prepare short-term contracts for all assets across Emaar Portfolio.
• Maintain and administer contract document management system compliant with ISO standards.
• Maintain up to date registers / Live Contracts Trackers (Soft FM, Hard FM, Landscaping and Irrigation
Maintenance, Specialist Services, Waste Management, Swimming Pool Maintenance,
• Control all commercial forms i.e. Award Letter, Regret Letter, Deviation Forms, Cancellation of tender,
Change Control Note, etc.
• Maintain library of LPOs and track all contracts of Service Providers sending reminder to Business Units
of its contract expiry.
• Provide reference number to commercial specialist when preparing Contracts Memo’s / Forms.
• Daily update of Corporate Facilities Commercial documents.
• Update the tracker for Facilities Management Contracts (Agreement) and follow up service providers to
return the documents as per the timeline.
• Update the tracker for Variation Agreement and attach with necessary documents.
• Provide interface of Emaar to outside service providers and liaises with these on queries and collating of
documents.
• Maintain contract(s) database to standards set by Commercial Director / Manager.
• Provide administrational assistance to Commercial Manager and CFM team.
• Represent CFM in the Commercial function and/or the FM Department if necessary.
• Assist CFM Director and Commercial Manager as and when required.
• Assist the Commercial Team for the schedule of Commercial / Technical tender documents opening.
• Forward signed contracts agreement to service providers with transmittal notes.
• Send the completed tender documents for archiving to Info fort with controlled numbers.
• File and archive of all documentations i.e. approved memos, signed contracts, tender documents, etc. to
facilitate easy retrieval at a later date and historical purposes.
• Update Trade license / Insurance tracker and follow up the service provider for expired documents.
Understand and implement the numbering system adopted for the project for the various documents and correspondences.
Receive all the incoming correspondence and stamp all correspondence, in whatever form they may be, with the “Distribution Stamp” fill in the date receipt, Scan and shared through Electronic Matrix for Day files date wise provide hyperlink connection, Project/ Department reference, File number, etc.
Register and Preparation of Cover Sheet for Shop Drawing, Material Submittal with Check Lists, Method Statement, SCR, RFI, Work Notification, CVI, As-Built Drawings.
Update drawings in accordance with Drawing Register. Follow-up with team members and others for “open” status items to be closed down. Maintain Project Documentation as per ISO standards. Electronic-transmission of documents Data input to database related to document receiving & tracking document.
Obtain all filled formats, checklists, requests, correspondences, notifications, etc. from the respective persons and transmit them to the client / contractor after checking the contents with proper numbering.
File all the documents received in separate files as per the content and distribute to the concerned people with controlled number’s if required.
Distribute to the concerned person any Tender Documents / Contract Drawings / Contract Specification/ Correspondence /reply/ received from the consultant/Client.
Co-ordination with Planning Department for Contract Status Report, Progress Update Status, Key performance Indicator, Critical Path, 6 Weeks look ahead attached for Monthly, Weekly and Project Managers Reports.
Ensure that the latest revision and approval status of drawings is kept updated continuously. Production of status reports for weekly / monthly meetings
If the correspondence is a customer complaint, forward the copy of the same immediately to the QA/QC Engineer for the further action.
Track with the help of an electronic register, all the documents and correspondence received, forward to client/contractor/sub-contractor or and external source.
Label all the files with the description, file no. and volume no. and maintain an index for the same.
Assist the office engineer in tracking any drawing, RFI document, method statement, material submittal, etc. for distribution or reference.
Perform all activities in compliance with the Company Health, Safety & Environmental Management System (HSEMS) and the assigned specific responsibilities.
Comply with and implement the local laws and Client requirements related to Health, Safety and Environmental aspects at workplace as per the bestowed authority and responsibility.
Responsible for own and subordinates’ wellbeing and the wellbeing of the environment.
Maintain document control registers / documents for incoming and outgoing project documents.
Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.
Scanning, creation of CD’s and file manipulation (Weekly, Monthly & Progress of work reports).
Filing and archiving of documentation to facilitate easy retrieval at a later date and historical purposes.
NOC’s documents preparation & Submission for Government Authorities.
Update Maintaining Close-Out Deliverables i.e. Snags, Operation & Maintenance Manual, Training Manual, Spare Parts, Warranty Certificates, Testing and Commissioning, Keys and Tools.
courses: Higher Secondary (SSLC-Certificate Attested in Delhi Dubai Embassy)