Facilities and Operations Assistant

Summary

Reports to: Director of Facilities, Shipping, and Receiving

Department: Facilities, Shipping, and Receiving

Major Activities & Essential Functions

• Arranging the department’s meetings and scheduling them, and answering employee requests and questions via phone, email, Helpdesk system, and in-person regarding facilities, couriers, and maintenance matters.
• Creating Excel sheets, word documents, and presentations as required by the Building Manager or the Director of Facilities, Shipping & Receiving, as well as, maintaining and updating lists of faculty, staff names, with their associated office numbers.
• Assists in coordinating logistics and handling necessary arrangements—such as course registrations, travel bookings, accommodation, and documentation—for staff attending professional development activities.
• Creates a monthly pantry supply list for processing by the Building Manager, as well as, creates quarterly reports on cafeteria surveys, and sharing them with Qatar Foundation.
• Updates mailbox names after receiving a new hire notice, and issues mailbox and room keys to all new hires.
• Ensures the Organizational Chart is up-to-date on the website, and maintaining Facilities, Shipping & Receiving Intranet content and policies.
• Receiving and dispatching invitations, and greeting cards for conferences, symposiums, exhibitions, and the dean’s office, as well as, ensures furniture setup is done for all classes or events based on the class schedule and the community calendar.
• Maintains storage inventory along with the Building Manager, remindes departments to clean up storage spaces annually, as well as, creates PO’s and processing payments for the department.
• Creates, receives, and distributes in-house facility maintenance work orders via the help-desk system, and escalating complex issues to the Building Manager or Director of Facilities, Shipping & Receiving.
• Conducts a quarterly building walk-through with the Building Manager to report issues in classrooms, studios, offices, toilets, storage, cafeteria, hallways, and exhibition spaces, and generates an annual report on all requests raised via the facilities helpdesk system.
• In coordination with the Building Manager and the Director of Facilities, Shipping & Receiving, oversees the daily activities of the cleaning staff to ensure tasks are completed efficiently and to standard.
• Create a cleaning schedule when needed to ensure all areas are cleaned regularly and adequately, and Liaises between the department and the technicians, handymen, pantry staff and the cleaning staff, to relay information and address concerns.
• Receives and sends packages from/to couriers, and processes DHL invoices and forwards them to the appropriate departments for payment.
• Organizes and tracks all project requests, and raises CPR forms to QF, follows up on them, and updates the project log on Google Sheets.
• Performs other job-related duties as assigned by the supervisor.

Qualifications

• Bachelor’s degree in Business Administration, Facilities Management, Engineering, Architecture, Fine Arts or a related field preferred. Facilities Management or Administrative Support certification is a plus.
• Minimum of one year of experience in administrative support, facilities coordination, or related fields.
• Proficient in word processing, spreadsheets, and other computer applications, demonstrating a strong working knowledge of digital tools.
• Experience in AutoCAD, Adobe Photoshop and Adobe Illustrator is preferred.
• Bilingual language is preferred (Arabic/Hindi) to communicate with support staff.

Skills & Experience

• Excellent oral and written communication in English.
• Strong interpersonal and communication skills.
• A robust public service orientation, adept at working collaboratively with faculty, staff, students, and community members.
• Ability to collaborate effectively with a diverse team in a dynamic, fast-paced environment.
• Highly enthusiastic and able to thrive in an atmosphere of constant change.
• Skilled in organizing resources and establishing priorities, demonstrating a proactive approach to handling responsibilities.
• Excellent time management skills, with the ability to multitask effectively and meet tight deadlines.
• Willingness to operate within a cooperative framework, demonstrating flexibility and the capability to manage last-minute tasks efficiently.
• Positive attitude and a strong inclination towards a customer service-oriented environment.
• Driven by results and focused on achieving goals efficiently and effectively.
• Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCUarts Qatar

Application Process