Operations Coordinator jobs in United Arab Emirates

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.