Admin & Operations Coordinator

About the role

We are seeking an organized and proactive Admin & Operations Coordinator to support the Operations Executive in Dubai. The role involves managing daily schedules, coordinating field teams, handling client communications, and performing a range of administrative tasks in a fast‑paced facility services environment.

Key responsibilities

• Assist in preparing daily and weekly work schedules.
• Coordinate with cleaners, technicians, supervisors, and snagging teams.
• Confirm job schedules, locations, and requirements with clients.
• Track employee attendance, timesheets, overtime, and site assignments.
• Prepare quotations, invoices, purchase requests, and job‑completion reports.
• Maintain records of clients, projects, employees, equipment, and materials.
• Follow up with teams regarding job progress and completion.
• Arrange transportation, site access, permits, equipment, and materials.
• Receive client inquiries and coordinate them with the Operations Executive.
• Prepare and send work orders, schedules, and instructions to field teams.
• Handle schedule changes, urgent requests, and client complaints.
• Monitor the availability of cleaning supplies and operational equipment.
• Collect photos, snagging reports, and signed completion documents from teams.
• Support recruitment, onboarding, and document collection for new workers.
• Perform other administrative and operational duties as required.

Required profile

• 3–5 years of UAE experience in administration or operations coordination.
• Experience in window cleaning, snagging, cleaning services, maintenance, or facility management preferred.
• Strong scheduling, coordination, and follow‑up abilities.
• Good communication and client‑service skills.
• Ability to work under pressure and respond to urgent operational requirements.
• Immediate availability or short notice period.
• Reliable, flexible, and able to provide comprehensive administrative support.

Required skills

• Microsoft Word
• Microsoft Excel
• Email
• WhatsApp