Coordinator / admin assistant

Position: Coordinator / Administrative Assistant Department: Operations / Administration Location: Dubai, UAE Reports To: Operations Manager Role OverviewThe Coordinator / Admin is responsible for ensuring smooth day-to-day operations by supporting the operations team, managing communication, organising schedules, and maintaining accurate documentation. This role plays a vital part in keeping workflows efficient, ensuring timely job execution, and maintaining professional communication with clients and internal teams.Key Responsibilities1. Operations CoordinationSchedule daily jobs, assign technicians, and update the job calendar.Follow up on job progress, obtain updates from technicians, and ensure timely completion.Prepare job cards, quotations, invoices, and necessary documentation.Track the status of ongoing projects, call-outs, and AMC visits.Ensure all completed jobs are reported with photos and proper documentation.Coordinate and record overtime hours, ensuring proper approval and submission to accounts/payroll.Arrange access passes, permits, and gate passes for technicians for all sites that require pre-approval.2. Client CommunicationAct as the primary contact for incoming calls, WhatsApp messages, and email enquiries.Provide customers with timely updates regarding job status, technician ETA, and follow-ups.Assist in coordinating client approvals and confirming payment before job completion (where applicable).3. Administrative SupportMaintain organised records for contracts, job sheets, reports, quotations, and purchase orders.Handle document preparation such as letters, certificates, and internal forms.Update and maintain the quote log, follow-up tracker, and job schedule files.Manage leave requests, attendance sheets, and overtime submissions.Support HR-related tasks such as staff attendance, leave records, and basic onboarding documentation.4. Financial & Commercial SupportPrepare invoices and follow up for payments.Track pending quotations and ensure weekly follow-ups.Coordinate with accounts for reconciliations, supplier bills, and petty cash.Ensure payment confirmation is received and recorded properly.5. Office & Team SupportEnsure smooth office operations (supplies, stationery, utilities, etc.).Assist the operations team with daily coordination, procurement requests, and documentation.Communicate daily with technicians regarding job allocation, materials, passes, and instructions.Skills & QualificationsStrong organisational and multitasking abilities.Excellent written and verbal communication skills.Proficiency in MS Office (Excel, Word, Outlook) and ability to use scheduling/CRM tools.Ability to work under pressure and prioritise tasks effectively.Previous experience in facilities management, contracting, or operations coordination (preferred).Professional, reliable, and proactive attitude.Key AttributesAttention to detailStrong follow-up capabilitiesFast learnerCustomer-focusedProblem-solverTeam playerAbility to work independently