Planning Assistant

Sr. No

Job Title:

Planning Assistant

Department:

Asset Management Services & Solutions (AMSS)

Reports To:

Planning Engineer

Date:

Job Purpose:

To provide comprehensive support in planning and coordination activities within the AMSS department, ensuring efficient processing of invoices, creation of service entries, management of DLD-related tasks, and execution of various administrative and ad hoc duties. The role involves close collaboration with finance, procurement, site teams, and other relevant departments to ensure accurate and timely completion of tasks.

Scope:

The Planning Assistant plays a critical role in maintaining the smooth operation of planning processes and financial transactions within the AMSS department. This includes handling invoices, creating service entries, managing DLD-related tasks, and performing additional administrative and ad hoc duties as required. The position demands attention to detail, accuracy, and effective communication to support the Planning Engineer and ensure departmental objectives are met.

Financial Responsibilities & Accountables: N/A

Principal Accountables:

Invoices (Wasl Properties, AH Investor, Dubai Sports Asset Management):

• Receive all invoices via email.
• Verify the company code, Tax number, and amount on all invoices to ensure they match the purchase order (PO).
• Confirm that bank details are updated.
• Ensure that the service entry is approved by the authorized signatories as per the delegation of authority and post to finance.
• Coordinate with the Finance department for the transfer of payments.

Service Entry Creation (Wasl Properties LLC):

• Open purchase orders (PO) from the Jager system.
• Create service entries and follow up until approval is obtained.

DLD Related Work:

• Monitor Fees:

• Annually, verify fire alarm monitoring fee invoices with the site team to ensure the device is present and whether the invoice was previously paid.
• If unpaid, create a work order, obtain approval, create a purchase requisition (PR), and follow up with procurement to create a PO.
• Once the PO is generated, create a service entry and send it to finance along with emails and invoices for payment.

• Panel Upgrade Fees:

• Annually, verify fire alarm panel upgrade fee invoices with the site team to ensure the device has been changed and whether the invoice was previously paid.
• If unpaid, create a work order, obtain approval, create a PR, and follow up with procurement to create a PO.
• Once the PO is generated, create a service entry and send it to finance along with emails and invoices for payment.

• DCD Safety Certificate:

• Log on to the DCD portal, upload the updated DCD AMC form and affection certificate, and request the certificate.
• Once the payment link is received, create a work order and PR.
• After approval, procurement will generate the PO.
• Send the link along with approvals to procurement for payment processing.

Ad Hoc Work:

• Generate barcode stickers and send them to FMSPs to affix on the assets.
• Create various dashboards in Power BI and send them to management.
• Assist the utility team by collecting all necessary documents from the legal team and sending them to the utility team to provide the final bill. Once received, send the final bill to the legal PM team to prepare case documents.

Key Working Relationships:

Internal: Planning, Finance, Procurement, Operations

External: FMSP’s, Vendors

Minimum Recruitment Requirements:

Qualifications:

• Diploma or bachelor degree in business administration, or equivalent from a recognized and accredited university.

Knowledge:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), experience with Power BI, and familiarity with financial and procurement systems (e.g., Jager system).

Job Skills:

• Excellent verbal and written communication skills.
• Strong analytical, problem-solving, and project management abilities.
• Ability to handle multiple tasks and meet deadlines.
• Detail-oriented with a focus on accuracy and efficiency.
• Strong organizational and multitasking skills.

Experience:

• 3 to 5 years of professional experience in a related field.

Planning Support

Assist in scheduling preventive and corrective tasks.

Basic

Data Entry & Documentation

Maintain planning logs, records, and reports.

Basic

Systems & Tools Proficiency

Use CAFM, ERP, AutoCAD and MS Office for planning activities.

Basic

Scheduling Awareness

Basic understanding of scheduling principles and timelines.

Basic

Coordination Support

Liaise with teams and vendors to track progress of tasks.

Basic

Communication Skills

Communicate effectively with colleagues and vendors.

Basic

Attention to Detail

Ensure accuracy in data entry and documentation.

Basic

HSE & Compliance Awareness

Understand basic safety and regulatory requirements.

Basic