Facilities & Administration Manager

Job Summary: 

InterSystems is seeking an experienced and highly organised Facilities & Office Manager to lead facilities, workplace and office operations across the Middle East region.

Based in Dubai, the role will have primary responsibility for ensuring the Dubai office provides a safe, professional, efficient and high-quality working environment, while providing facilities and operational support to other regional offices as required.

This is a hands-on and diverse role requiring strong experience in Facilities Management, Workplace Operations and Office Management. The successful candidate will manage facilities, suppliers, contracts, office projects, compliance and general office administration, including company licences, insurance and other operational renewals.

Key Responsibilities

Facilities & Workplace Management

• Lead the day-to-day facilities and workplace operations for InterSystems offices across the Middle East, with primary responsibility for the Dubai office and regional support as required.
• Ensure all offices provide a safe, functional, professional and high-quality working environment for employees and visitors.
• Oversee planned and reactive maintenance, ensuring issues are resolved efficiently and with minimal disruption to business operations.
• Act as the primary liaison with landlords, building management, contractors and facilities service providers.
• Manage facilities services including maintenance, cleaning, security, utilities, office equipment and workplace services.
• Maintain accurate records relating to maintenance, service contracts, facilities assets, certificates and compliance documentation.
• Monitor facilities performance and identify opportunities to improve service quality, efficiency and cost management.

Office & Corporate Administration

• Manage general office administration and operational requirements for the UAE office and provide support to other regional offices as required. 
• Maintain a tracker for key company, office and operational renewals, ensuring licences, registrations, insurance policies and other required documentation remain current. 
• Coordinate the renewal of company licences, office-related permits, registrations, insurance policies and other corporate documentation. 
• Liaise with relevant authorities, free zones, landlords, insurers and external service providers on office and operational requirements. 
• Manage office supplies, equipment and workplace services, ensuring appropriate quality and cost effectiveness. 
• Coordinate meetings, client visits, training sessions, events and senior management visits, including venue and catering arrangements. 
• Coordinate employee travel arrangements, including flights, accommodation, visas and car hire, in partnership with the relevant internal teams. 
• Support HR with employee services, company events and other office administration requirements. 
• Support regional projects and operational initiatives as required.

Office Expansions, Moves & Fit-Outs  

• Lead and coordinate office expansions, relocations, fit-outs, refurbishments and workplace upgrades across the region. 
• Work with internal stakeholders to understand workplace and business requirements. 
• Liaise with property agents, landlords and other stakeholders when identifying and evaluating potential office premises. 
• Coordinate site visits and support the evaluation of office options, costs and commercial proposals. 
•   Work with architects, designers, contractors and service providers throughout office projects. 
•  Monitor project timelines, budgets and quality to ensure successful delivery. 
•   Coordinate employee moves and ensure minimal disruption to business operations.

Health, Safety, Security & Compliance

• Ensure offices meet relevant Health & Safety, security and workplace compliance requirements.
• Maintain Health & Safety documentation, risk assessments and relevant facilities certifications.
• Coordinate with building management and external specialists to ensure required inspections and maintenance are completed.
• Ensure appropriate emergency procedures and workplace notices are in place.
• Coordinate and maintain relevant emergency response arrangements, including fire wardens and first aid requirements.
• Support ongoing facilities compliance and relevant ISO and environmental requirements.
• Work with relevant internal stakeholders to ensure facilities-related policies and procedures remain current.
• Support business continuity and emergency preparedness activities for the region.

Qualifications & Experience

• Minimum 5–7 years' experience in Facilities Management or Workplace Operations within a corporate environment with equivalent relevant qualification.
• Demonstrated experience managing corporate office facilities, building operations, maintenance and service providers is essential. 
• Experience managing office operations and general corporate administration. 
• Experience managing suppliers, contractors, facilities-related contracts, budgets and service levels. 
• Experience coordinating office moves, expansions, fit-outs, refurbishments and workplace projects. 
• Experience managing company licences, insurance, renewals and operational compliance is preferred. 
• Experience supporting multiple offices or regional operations, preferably within the UAE/Middle East.
• Good knowledge of Health & Safety, facilities compliance and building management.
• IOSH, NEBOSH, IWFM or equivalent qualification is an advantage.
• Strong organisational, project management, stakeholder management and communication skills.
• Proactive, commercially minded and solutions-oriented, with strong attention to detail and the ability to manage multiple priorities independently.