Project Management Specialist

JOB DESCRIPTION

ADMIN AND OPERATIONS COORDINATOR

Location: Dubai, UAE

Industry: Home Maintenance, Window Cleaning, Snagging, and Facility Services

Reports To: Operations Executive

JOB SUMMARY

The Admin and Operations Coordinator is responsible for supporting daily home maintenance and project operations, including team scheduling, client coordination, service documentation, quotations, invoicing, AMC administration, and community access arrangements.

The role serves as a key point of contact between clients and operational teams, ensuring that service requests are properly scheduled, completed, documented, and followed up.

DAILY TASKS AND WORK RESPONSIBILITIES

1. Maintenance Team Coordination

• Schedule and assign maintenance team members to designated jobs based on client requirements and team availability.

• Coordinate daily schedules and ensure technicians are assigned to the correct locations and jobs.

• Monitor ongoing assignments and coordinate any necessary schedule changes.

1. Service Reports

• Check and update service reports submitted by the maintenance team, including completed work and recommendations.

• Review completed job reports and coordinate any required follow-up work.

• Ensure service reports are complete and accurate before sending them to clients.

1. Estimates and Quotations

• Prepare estimates and quotations for recommended maintenance and repair work.

• Send quotations to clients and follow up on their approval.

• Coordinate approved work with the appropriate operational team.

1. Invoicing and Documentation

• Prepare invoices for completed maintenance and service jobs.

• Ensure that service reports, estimates, quotations, and invoices are accurately prepared and sent to clients.

• Maintain organized records of completed and pending documentation.

1. Client Communication and Follow-Up

• Contact clients after job completion to confirm their satisfaction and discuss any recommended follow-up work.

• Follow up with clients regarding quotations, approvals, pending work, and service requirements.

• Maintain regular and professional communication with clients to build strong, long-term relationships.

1. New Client Booking and Scheduling

• Book new clients for maintenance call-outs and Annual Maintenance Contract services.

• Coordinate appointments based on client requirements and team availability.

• Confirm schedules and access arrangements with clients before appointments.

1. Project and Home Renovation Coordination

• Schedule client appointments for the project and home renovation team.

• Coordinate inquiries related to snagging, small works, general maintenance, handyman services, renovation work, and larger projects.

• Identify client requirements and coordinate with the appropriate team for assessment and action.

1. AMC Preparation and Sales Support

• Prepare AMC proposals for new client inquiries.

• Identify opportunities to offer maintenance contracts to new and existing clients.

• Explain AMC options and services to clients and follow up on potential contracts.

1. AMC Renewal Management

• Prepare and send AMC renewal proposals to existing clients.

• Follow up with clients regarding upcoming and pending AMC renewals.

• Maintain client relationships and encourage the timely renewal of maintenance contracts.

• Prepare preventive maintenance schedules and coordinate planned service visits.

1. Gate Pass and Community Access Coordination

• Prepare and submit daily gate pass applications for maintenance and project team members.

• Coordinate access requirements for different communities, including:

• Arabian Ranches 1

• Arabian Ranches 2

• The Villa Community

• Victory Heights

• Palm Jumeirah

• Mira

• Other communities as required

1. Overall Customer and Operations Support

• Act as a key point of contact between clients, the maintenance team, and the project team.

• Coordinate the complete service cycle from the initial inquiry and booking through job completion, reporting, quotation, invoicing, follow-up, and renewal.

• Provide consistent customer service and proactive follow-up to maintain client satisfaction and generate repeat business.

• Perform other administrative and operational duties assigned by Management.

REQUIRED QUALIFICATIONS AND EXPERIENCE

• Previous experience in home maintenance services, facility management, or a similar service-based industry is required.

• Experience coordinating technicians, maintenance teams, and daily job schedules.

• Knowledge of maintenance call-outs, AMC services, quotations, invoicing, and preventive maintenance schedules.

• Experience handling client inquiries, bookings, follow-ups, and service concerns.

• Familiarity with window cleaning, snagging, handyman services, small works, and home renovation projects is preferred.

• Strong communication, organization, and customer-service skills.

• Ability to manage multiple jobs, priorities, and deadlines.