Facilities Coordinator

Company Description

Michlol Solutions Ltd., established in 1999 by Michal and Boaz Keidar, is a leading provider of on-site management and maintenance services for Israel’s hi-tech, pharmaceutical, and investment companies. With a client-centric approach, Michlol customizes its services to optimize companies’ operational efficiency, facilities management, and daily maintenance. Known for its commitment to service excellence, technological expertise, and state-of-the-art solutions, Michlol partners with its clients to implement advanced maintenance and management strategies. By acting as an in-house operational department, the company enables clients to focus on their core activities, optimize resource usage, and ensure a healthy and effective work environment. Its dedicated and highly trained staff is a key contributor to delivering reliable and long-term results.

Job Description  

We are looking for a highly skilled

and experienced Site Lead to oversee the overall customer experience for our

 office.  This office is a key location for meeting with our

customers, partners and other organizations that we support and requires the

highest level of customer service.   In addition to customer service

responsibilities, you will need to ensure that our workplace environments are

safe, functional, and optimized to support the overall user

experience.  

The ideal candidate will have strong

leadership and executive engagement abilities, a comprehensive understanding of

facilities management, and a proven track record of collaborating effectively

with cross-functional teams to achieve organizational objectives and shape the workplace experience for our employees, ensuring that the work

environment is dynamic and engaging. This role demands a

proactive approach to problem-solving and excellent communication skills.  

You will have direct responsibility

for all workplace experience functions, including the operations and

maintenance of facilities, move management, employee programs, events and

safety initiatives in our Dubai office.  

This role is considered essential and

requires on-site presence (5 days/week or more, 9am-6pm sun to Thurs) and is available for emergency

response 24/7/365.  

Key responsibilities include:  

·                  

Oversee WPS on site

programs, including but not limited to soft services, meeting room and event

services, office supplies, amenities & perks and wellness, move management,

and landlord interactions for day-to-day operations.  

·                  

Be a trusted partner,

build strong relationships with local senior executives and WPS partners

ensuring alignment between workplace services and organizational needs.

Regularly engage with stakeholders to provide updates on site performance,

challenges, and opportunities for improvement and socialize programs 

·                  

Organize and support

events, ensuring spaces are ready for training sessions, meetings, and other

activities, including conference room setup and equipment management. 

·                  

Deliver high-quality

customer service by addressing inquiries and concerns, following up to ensure

satisfaction and continuous improvement.   

·                  

Ensure the smooth

operation of the facility by conducting regular inspections for cleanliness,

safety, and functionality, addressing repairs and maintenance needs

proactively. 

·                  

Manage vendors including,

but not limited to maintenance, HVAC, electrical, security, janitorial,

furniture and kitchen services to ensure proper delivery of their

services. 

·                  

Maintain regular

communication with employees via established channels to update them on site

activities. 

·                  

Effectively utilize our

ServiceNow platform, including receiving and reviewing requests, assigning or

completing work orders, and tracking completion/closeout of tasks and

requests.  

·                  

Manage the location’s

operating expense budget pertaining to local responsibilities. Responsible for

quarterly budget management, track work to cost center, and provide regular

budget updates to your management.    

·                  

In coordination with the

Regional, Geo and Global Leads, engage our Sourcing team to solicit bids,

negotiate contracts, and oversee vendors providing services.  

·                  

Create and track PO’s for

the location, track spending on a vendor-by-vendor basis, administer contracts

and ensure quality work is performed by our vendors. 

·                  

Manage allocated portions

of the operating expense budget, ensuring cost-effective operations and

financial accountability. 

·                  

Promote and maintain a

clutter-free, safe working environment by adhering to safety protocols and

cleanliness standards. 

·                  

Business Continuity &

Compliance: Be a proactive member of the Incident Management Team and ensure

business continuity for all facilities, ensuring operational resilience in the

event of emergencies or unforeseen disruptions. 

·                  

Be a pivotal internal

partner to, and customer of, our Real Estate, Planning & Design, Safety

& Security, Project Management office. 

Requirements: 

·                  

3-5+ years of experience

in FM & Operations, hard/soft services, customer service or related

disciplines. 

·                  

Industry certifications

such as FMP, BOMA, IWFM or other relevant designations. 

·                  

Strong interpersonal

skills, including the ability to establish positive relationships with all

levels of the organization, and with business partners (internal and

external). 

·                  

Proven track record and

strength in white-glove customer service, hospitality, and

experience/engagement activities 

·                  

Strong sense of

prioritization and managing competing priorities and deliverables to multiple

stakeholders  

·                  

Work effectively with

minimal supervision as an individual and as part of a team.  

·                  

Proficiency in

spreadsheet, presentation, database, financial CAFM/CMMS and other related

software tools and applications 

·                  

Ongoing commitment to

provide relevant subject matter expertise on current industry best practices

and a growth mindset for learning & development. 

·                  

Financial, analytical,

and organizational skills. 

·                  

May need to work a

flexible schedule including outside work hours, early mornings, evenings and/or

weekends as needed to meet department and company demands.