Executive Assistant to GM / Operations Coordinator

Company: You Smart Communication Networks LLC
Location: Al Quoz 1, Dubai, UAE
Website: www.yousmart.ae
Employment Type: Full-Time
Salary: AED 2,000 – AED 2,500 (Based on Experience)
Joining: Immediate

About Us

You Smart Communication Networks LLC is one of the UAE's growing technology companies specializing in Smart Home Automation, ELV Systems, CCTV, Access Control, Networking, Wi-Fi, Audio Video, Home Cinema, Gate Barrier Systems, and Building Technology Solutions.

We are looking for a highly organized, proactive, and trustworthy Executive Assistant to work directly with the GM.

This role is ideal for someone who enjoys managing multiple tasks, coordinating projects, solving problems, and ensuring daily business operations run smoothly.

The Executive Assistant will become the GM. right-hand person and help manage projects, staff, customers, documents, schedules, and business operations.

Key Responsibilities Executive Support

• Assist the GM with daily operational activities.
• Manage the GM's calendar, appointments, meetings, and reminders.
• Prepare meeting agendas and record meeting minutes.
• Follow up on pending tasks until completion.
• Prioritize daily work and coordinate activities.

Project Coordination

• Monitor ongoing projects across the UAE.
• Collect daily progress reports from engineers and site supervisors.
• Update project trackers and dashboards.
• Follow up on project deadlines.
• Ensure customer commitments are met.
• Coordinate with procurement and technical teams.

Customer Communication

• Update customers regarding project progress.
• Respond professionally to emails, WhatsApp messages, and phone calls.
• Schedule customer meetings.
• Coordinate maintenance visits.
• Handle customer complaints professionally.

Documentation & Administration

• Maintain project documentation.
• Organize quotations, LPOs, invoices, contracts, warranties, and reports.
• Prepare professional letters and correspondence.
• Ensure all documents are filed correctly.
• Maintain digital records and cloud storage.

Operations Support

• Coordinate with technicians regarding daily schedules.
• Track attendance and leave records.
• Monitor material requests.
• Follow up on purchase requests.
• Assist in inventory documentation.
• Support HR and recruitment activities.

Business Reporting

Prepare daily reports for the GM including:

• Daily project status
• Pending customer issues
• Staff attendance
• Sales follow-ups
• Outstanding quotations
• Procurement status
• Material shortages
• Cash collection follow-ups
• Tasks completed
• Pending action items

AI & Technology Support

Use AI tools to improve productivity.

Required Skills

• Excellent English communication skills.
• Arabic is an advantage.
• Minimum 2 years of experience as an Executive Assistant, Office Administrator, Project Coordinator, or Operations Assistant.
• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Excellent computer and typing skills.
• Strong organizational skills.
• Excellent time management.
• Ability to manage multiple tasks simultaneously.
• High attention to detail.
• Professional communication skills.
• Positive attitude and willingness to learn.
• Ability to work independently with minimal supervision.

Personal Qualities

We are looking for someone who is:

• Honest and trustworthy
• Highly organized
• Self-motivated
• Fast learner
• Proactive
• Professional
• Reliable
• Customer-focused
• Detail-oriented
• Able to maintain confidentiality

Key Performance Indicators (KPIs)

The successful candidate will be evaluated on:

• Customer response time
• Project follow-up completion
• Accuracy of reports
• Document organization
• Task completion rate
• Meeting deadlines
• Customer satisfaction
• CEO task completion
• Team coordination efficiency
• Administrative accuracy

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Pay: AED2,500.00 - AED3,000.00 per month

Work Location: In person