Arabic Project Coordinator F&B & Retail Projects

Using AI is a must

Depix opens restaurants, cafés, retail and service businesses across the UAE — from the business plan through location, licensing, design, construction, hiring and opening day. We run several projects at once, each with its own contractors, suppliers, consultants and government paperwork.

You will work directly with our Founder, keeping every live project moving. Your job is to make sure that what was agreed actually happens on the date it was agreed — chasing our team, our contractors, our suppliers and government service centres until each thing is finished, and keeping an accurate record of all of it.

This is a follow-through role. You won't be negotiating contracts, approving designs or making commercial decisions. You'll be the person nothing slips past.

What you'll do

Project follow-up

• Maintain the schedule for every live project — keep an owner and a due date on every open task, and update them as things change
• Chase each workstream owner weekly for status, and flag anything slipping to the Director immediately
• Follow up contractors on site every two to three weeks: which stage they're at, what's blocking them, whether the date has moved, and collect photos or video as evidence
• Prepare the weekly planning pack for the Director's review

Licensing and government paperwork

• Track trade name, trade licence, establishment card, bank account, VAT, corporate tax and trademark applications across all projects
• Follow up with typing centres, PROs and government departments until each is issued
• Keep a status and expected date against every application

Suppliers and equipment

• Request and chase quotations; confirm orders once approved
• Track advance payments, production and delivery dates
• Check what has actually been delivered against what was ordered and paid for
• Kitchen equipment and coffee equipment are tracked separately, never together

Staffing administration

• Post jobs, manage the Indeed employer account, screen applications against the role requirements, schedule interviews
• Prepare offer letters and collect candidate documents
• Coordinate visa processing, medicals, Emirates ID, health cards and WPS setup
• Prepare attendance and shift schedules for client teams

Records and documents

• Record every invoice on the day it arrives
• File every contract, quotation, lease and licence into the project system
• Maintain a clear record per client of what has been paid and what remains outstanding
• Build the client handover file progressively as documents are produced

Requirements

Essential

• 2–4 years in project coordination, operations, or administrative support — UAE experience required
• Fluent written and spoken English and Arabic (Arabic is used daily with authorities, landlords and contractors)
• Confident with software: project management tools, Excel or Google Sheets, and comfortable using AI tools in daily work
• Highly organised — you record things as they happen, not later
• Able to follow up persistently with people more senior than you, politely and without being ignored
• Clear, concise written communication; much of this job is written follow-up
• UAE driving licence and own car
• Fast, responsive, and reliable with deadlines

Preferred

• Background in F&B, hospitality, retail fit-out, construction or interiors
• Familiarity with UAE licensing (DED, SEDD, ADDED), establishment cards and visa processing
• Experience with POS systems, recruitment platforms or document management systems