Operations Coordinator

Project Management Institute; Dubai; On-site; AED 400,000 - 500,000; Full time

Job summary

An established industry player is seeking a Facility Supervisor to manage operations in a vibrant art foundation. This role involves overseeing fire and safety contracts, coordinating maintenance for CCTV and HVAC systems, and managing administrative tasks such as attendance tracking and petty cash management. The ideal candidate will have a strong background in administrative roles, particularly in art galleries or event management, and possess excellent skills in Microsoft Office Suite. Join a creative environment where your contributions will directly impact the smooth operation of the foundation's facilities.

Qualifications

• Minimum 2 years in administrative roles, preferably in art or event management.
• Strong skills in operations, logistics, and Microsoft Office Suite.

Responsibilities

• Oversee fire and safety contracts and coordinate with vendors for maintenance.
• Maintain attendance and leave records for staff and submit monthly reports.
• Manage petty cash and maintain expense records using Excel.

Skills

Administrative Experience

Operations and Logistics

Microsoft Office Suite

CCTV Coordination

Fire and Safety Management

Air Conditioning Maintenance

Education

CPD Qualified

UAE Labour Law Certification

MBA in HR

Tools

Microsoft Excel

CCTV Systems

HVAC Systems

Job description

CHRP and CHRM (CPD qualified) ||UAE Labour Law certified by HRME||MBA HR || Ex Ericsson || Ex BaxterTalent Acquisition

Company Name : Ishaara Art Foundation (Al Quoz)

Job Title : Facility Supervisor

Salary Range : AED 5000

Working Hours : 10:00 am - 19:00 pm (Monday to Saturday)

Skills and Requirements:

• Minimum of 2 years’ experience in an administrative capacity in either an art gallery/institution, event management, or a corporate company.
• Prior knowledge and skills in operations and logistics.
• Strong computer skills with knowledge of Microsoft Office Suite, particularly Microsoft Excel.

Job Description:

Facilities Operations

Fire and Safety

• Maintain annual maintenance fire and safety contract to be signed every year.
• Coordinate with the fire and safety vendor for quarterly service maintenance. Annual Fire and Safety Servicing Dates: Dec, Apr, Aug every year.
• Coordinate with Dubai Civil Defense Smart Monitoring system for the annual payment of Ishara’s premises.

CCTV

• Maintain annual maintenance contract with Vostok LLC.
• Coordinate with the CCTV vendor for 3 annual visits. Annual CCTV Servicing Dates: Dec, Apr, Aug every year.
• Check connections, clarity, recordings, and overall functioning of DVR.

Air Conditioning

• Annual maintenance contract to be signed with SINAS.
• Coordinate with HVAC team for 3 services and check for any faults. Annual AC Servicing Dates: Apr, Aug, Dec every year.

DEWA

• Coordinate with Alserkal Avenue for DEWA invoices (AC consumption) to be paid on a monthly basis.
• Fill expense allocation form and submit invoice to Smita for approval.
• Coordinate cheque delivery with Soniya. Once delivered, hand it over to Alserkal Office and take signature on the voucher.
• File the meter reading on a monthly basis for records.

Petty Cash

• Maintain all invoices for monthly expenses.
• Create monthly petty cash vouchers.
• Maintain petty cash tracker on Excel.
• Submit petty cash summary (Excel) with vouchers and scans to Art Manager at the end of each month.

HR and Employees

• Maintain attendance sheet and submit it to Linda every 1st business day of the month.
• File an updated staff list in the Administration files.
• File visa renewal dates and insurance renewal dates for Ishara staff.
• Maintain leave records along with attendance and submit to Linda.

Collections Storage Operations

• Update Ishara Art Foundation – Prabhakar art collections tracker.
• Coordinate artwork shipments with respective vendor/artist/gallery.
• Coordinate with the Writer’s relocation for regular maintenance and cleaning of the storage facility.
• Coordinate with the Writer’s relocation for CCTV functions and maintenance.
• Conduct monthly visits to the storage to check the overall condition of the facility.
• Coordinate and maintain invoices and prior permissions for vendors (SINAS and Saeed Framers) for exhibition production.
• Coordinate and maintain invoices with audio-visual vendors.