ADMIN & OPERATIONS COORDINATOR

JOB DESCRIPTION – ADMIN & OPERATIONS COORDINATOR

Location: Dubai, UAE

Industry: Window Cleaning, Snagging and Facility Services

Reports To: Operations Executive

Job Summary:

We are looking for an organized and proactive Admin & Operations Coordinator to support the Operations Executive in managing daily schedules, field teams, client coordination, and administrative tasks. The candidate should be comfortable working in a fast-paced environment and coordinating several jobs at the same time.

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.
• Assist in handling 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.

Requirements:

• At least 3–5 years of UAE experience in administration or operations coordination.
• Experience in window cleaning, snagging, cleaning services, maintenance, or facility management is preferred.
• Strong scheduling, coordination, and follow-up skills.
• Good communication and client-service skills.
• Proficient in Microsoft Word, Excel, email, and WhatsApp.
• Able to prepare basic reports, quotations, and operational documents.
• Organized, detail-oriented, and able to manage multiple tasks.
• Able to work under pressure and respond to urgent operational requirements.
• Available to join immediately or within a short notice period.

The ideal candidate should be reliable, flexible, and able to provide complete administrative support to the Operations Executive and field teams.