Senior Facilities & Office Coordinator

Job Details

Job Location: Dubai

Position Type: Full Time

Travel Percentage: None

Job Shift: Day

About RH Aero Systems

RH Aero Systems is setting the standard for aviation support equipment and services. Through our industry-leading businesses – Rhinestahl and HYDRO Systems – we deliver capability across custom-designed Ground Support Equipment, OEM-licensed engine and airframe tooling, 26 global service centers and innovative engineered solutions for OEMs, MROs and Operators worldwide. RH Aero Systems’ global headquarters are in Mason, Ohio, USA, and Biberach, Germany. For further details visit RHAero.com.

Job Summary

The Senior Facilities & Office Coordinator is responsible for the smooth and professional day-to-day operation of the RH Aero Systems Dubai office. The role coordinates office administration, facilities, workplace services, procurement, suppliers, visitor management, access requirements, petty cash and general management support. The position acts as the primary point of contact for workplace-related matters, ensuring timely coordination, effective follow-through and a well-organised, safe and professional office environment.

Key Responsibilities

Office Administration & Employee Support

• Coordinate the day-to-day administrative operation of the Dubai office, ensuring a professional, efficient and well-organised workplace environment.
• Manage office supplies, pantry items, stationery, business cards and other workplace consumables.
• Coordinate company mobile phones, SIM cards and related requirements with communication service providers.
• Support employees with travel-related administrative requirements, including visa applications, appointments, invitation letters and other business travel documentation.
• Coordinate meetings, meeting room arrangements and provide general administrative support to management.
• Coordinate office services, subscriptions, memberships and other workplace-related requirements.

Facilities and Workplace coordination

• Act as the primary coordination point for office-related matters involving landlords, Dubai South, DEWA, Etisalat/du and other relevant service providers.
• Coordinate maintenance contractors and facility service providers, ensuring requests and issues are addressed in a timely manner.
• Coordinate office modifications, workplace improvements, maintenance activities and facility-related requests.
• Maintain facility-related records, service agreements, licences, approvals and renewal schedules.
• Coordinate workplace security, access and HSE-related administrative requirements with the appropriate internal and external stakeholders.

Visitor Management and Access Coordination

• Manage visitor registrations, access requests and gate-pass creation for customers, suppliers, auditors, OEM representatives and other visitors.
• Welcome, support and coordinate visitors throughout their visit to ensure a professional and positive experience.
• Coordinate visitor access requirements and liaise with relevant stakeholders to facilitate smooth site access.
• Support customer, auditor, supplier and VIP visits, including logistics and visit arrangements where required.
• Coordinate reception-related activities, incoming enquiries and front-of-house support services.

Office Purchasing and Service Provider Coordination

• Coordinate office-related purchasing activities, including furniture, office equipment, consumables and workplace services.
• Obtain and compare quotations, evaluate alternatives and provide recommendations to management for supplier selection and purchasing decisions.
• Coordinate office-related purchases and service requirements through approved suppliers and within approved budgets.
• Negotiate pricing, service levels and commercial terms for office-related purchases and services as appropriate.
• Once approved suppliers are established, coordinate routine replenishment and service requirements independently.

Administrative and Financial Support

• Manage petty cash in accordance with company policies and approved business requirements.
• Coordinate petty cash disbursements and maintain supporting documentation.
• Review, scan and submit approved supplier invoices to the relevant functions for payment processing.
• Support administrative requirements related to office purchases, supplier documentation and related records.

Health, Safety & Security Support

• Support workplace HSE routines and administrative requirements in coordination with the responsible HSE function.
• Coordinate logistics relating to first-aid provisions, fire-safety equipment, emergency contacts and emergency preparedness.
• Support access-control and visitor-management processes.
• Promote a safe, secure and professional workplace environment and escalates concerns through the appropriate channels.

Cross-Functional Support

• Work closely with Operations, HR, Finance, HSE and other internal stakeholders to coordinate workplace requirements.
• Provide timely updates on outstanding facilities, procurement and office-related actions.
• Coordinate multiple activities simultaneously while maintaining clear priorities, timelines and follow-through.
• Depending on the operational needs of the business, additional responsibilities may be included in this role.

Qualifications and Experience

• 5-8 years of experience in office coordination, facilities administration, workplace services or a similar senior administrative role.
• Experience in aviation, aerospace, MRO, industrial or technical environments is preferred.
• Experience coordinating office suppliers, service providers, landlord matters and basic authority requirements in the UAE.
• Experience obtaining quotations, comparing options and preparing clear recommendations for management approval.
• Familiarity with Dubai South/DWC, DEWA, Etisalat/du and local supplier coordination is preferred.
• UAE driving license is desirable.

Skills & Competencies

• Strong ownership, follow-through and ability to coordinate multiple priorities independently.
• Professional communication style with employees, visitors, suppliers, authorities and management.
• Good judgement, discretion and reliability when handling company information, petty cash and visitor matters.
• Practical negotiation and cost-conscious approach to office-related purchases and services.
• High attention to detail in documentation, invoices, service requests and administrative follow-up.
• Proficiency in Microsoft Office applications; familiarity with ERP or purchasing systems is an advantage.

Decision Authority & Working Principles

• For new office purchasing arrangements, supplier selection and material changes in scope, the role obtains options and recommendations, with final decision retained by management.
• After preferred suppliers or approved arrangements are established, the role coordinates routine replenishment and service follow-up independently within agreed requirements.
• The role coordinates and follows through with the relevant stakeholders but does not own technical, production, quality, logistics or budget ownership decisions.

Other Information

• This is an individual contributor role with no direct reports.
• The role covers the Dubai office as a workplace, front-of-house and administrative environment.
• The role does not include responsibility for service-centre production, technical operations, quality operations, logistics material movements or material/equipment gate passes.
• Leadership travel arrangements are not a core responsibility, except where specifically requested as part of visitor or management administrative support.
• Budget tracking and vendor performance management are outside the core scope of this role.

RH Aero Systems is committed to providing equal opportunities for employment and fostering a professional and inclusive workplace. We value diversity and do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.