Senior Administrator- Mobilization

Job Purpose:

The Senior Administrator – Mobilization is responsible for providing end-to-end administrative and coordination support for the mobilization of new Facilities Management contracts and projects across the UAE.

The role will coordinate with Operations, HR, Recruitment, Procurement, Finance, HSE, IT, Transport, Accommodation and Supply Chain teams to ensure manpower, documentation, uniforms, tools, equipment, vehicles, access requirements, systems and other operational resources are mobilized within agreed project timelines.

The position will maintain mobilization trackers, follow up on outstanding deliverables, escalate risks and support the transition of newly awarded contracts from the mobilization stage into steady-state FM operations.

Key Responsibilities:

1. Project Mobilization & Coordination

• Support the Mobilization Manager in planning and executing mobilization activities for newly awarded FM contracts.
• Prepare and maintain detailed mobilization plans, checklists, trackers and action logs covering pre-mobilization through operational handover.
• Coordinate mobilization requirements across Hard Services, Soft Services, specialist subcontractors and support functions.
• Track each activity against agreed deadlines and proactively follow up with responsible stakeholders.
• Coordinate site readiness activities prior to the contract commencement date.
• Arrange mobilization meetings and maintain minutes, action registers and follow-up reports.
• Escalate potential delays, resource gaps and dependencies that could affect the project go-live date.

1. Manpower Mobilization

• Coordinate with HR, Recruitment and Operations to track manpower requirements against the approved project organization structure.
• Maintain manpower mobilization trackers covering recruitment, internal transfers, documentation, onboarding, deployment and joining status.
• Support large-volume mobilization of technical, soft services, supervisory and management personnel.

1. Documentation & Compliance

• Maintain complete mobilization documentation and ensure records are properly controlled and updated.
• Coordinate collection and submission of employee, vendor, subcontractor and operational documents.
• Support preparation of SOPs, method statements, organization charts, escalation matrices and other mobilization documentation.
• Coordinate with HSE/Quality teams for project-specific compliance documentation and induction requirements.
• Maintain records required for client audits and internal mobilization reviews.
• Support site access applications, permits, passes and security clearances as required by individual contracts.

1. Asset & CAFM Coordination

• Assist with collection and consolidation of asset information during mobilization and handover.
• Coordinate asset verification, tagging and upload requirements with Operations and CAFM teams.
• Support preparation and verification of asset registers, PPM schedules and related FM documentation.
• Track completion of asset data and system readiness before operational handover.
• Coordinate with relevant teams for CAFM user access and project configuration.

1. Client & Internal Stakeholder Coordination

• Act as an administrative coordination point between the Mobilization team and internal departments.
• Follow up with stakeholders on outstanding actions and provide timely status updates.
• Coordinate documentation and information requested by clients during mobilization.
• Maintain professional communication with client representatives, suppliers and subcontractors.
• Support project kick-off meetings, mobilization progress meetings and operational handover meetings.

1. Reporting & MIS

• Prepare daily/weekly mobilization dashboards and progress reports.

Qualifications:

• Bachelor’s degree or diploma in Business Administration, Facilities Management, Operations, Engineering or a related discipline .
• Additional FM, project coordination or administration certification would be advantageous.
• Strong proficiency in Microsoft Excel, Word, PowerPoint and Outlook .
• Experience working with ERP/CAFM systems is preferred.

Experience:

• 5–7 years of relevant experience , preferably within Facilities Management, property management, construction support or outsourced services.
• Minimum 2–3 years of UAE/GCC experience preferred.
• Previous experience supporting FM contract mobilization, transition or project start-up is strongly preferred.
• Good exposure to manpower mobilization, procurement coordination, documentation, reporting and operational administration.
• Experience in large-scale or multi-site FM environments is advantageous.