Admin & Operations Coordinator – Maintenance & Renovation Company

A growing maintenance, renovation, fit-out, and technical services company is looking for a highly organized Admin & Operations Coordinator to support the day-to-day operations of the business.

This is a fast-paced role that requires someone who can coordinate technicians, schedule jobs, communicate with customers, and ensure smooth daily operations. The ideal candidate should understand how a maintenance or contracting business operates and be confident handling multiple tasks simultaneously.

This is not a receptionist role. We are looking for someone who takes ownership, solves problems, and keeps operations running efficiently.

Key ResponsibilitiesOperations & Scheduling

• Schedule daily jobs and assign technicians based on location, availability, and skillset
• Coordinate emergency and urgent call-outs
• Monitor job progress and ensure technicians arrive on time
• Optimize technician schedules to maximize productivity
• Track ongoing jobs and update management on progress
• Coordinate with supervisors, engineers, and project managers

Customer Service

• Handle incoming phone calls, WhatsApp messages, and emails professionally
• Respond to customer inquiries promptly
• Schedule appointments and site visits
• Follow up with customers before and after jobs
• Handle customer complaints professionally and coordinate resolutions
• Ensure a high level of customer satisfaction

Administrative Responsibilities

• Prepare quotations, work orders, job cards, and reports
• Maintain accurate customer records and documentation
• Organize contracts, invoices, LPOs, and project files
• Coordinate approvals and internal documentation
• Support management with administrative and operational tasks

Team Coordination

• Assign daily tasks to technicians and field staff
• Monitor attendance and daily workforce allocation
• Coordinate leave requests and manpower planning
• Follow up on incomplete jobs and pending materials
• Ensure company procedures and operational standards are followed

Operational Support

• Coordinate material requests with procurement and warehouse
• Track job completion status and pending works
• Maintain communication between office, workshop, and site teams
• Assist in improving workflows and operational efficiency

Requirements

• Minimum 2–5 years UAE experience in operations, administration, customer service, or scheduling
• Experience in a maintenance, construction, fit-out, MEP, HVAC, facilities management, or technical services company is highly preferred
• Good understanding of maintenance and renovation operations
• Excellent organizational and multitasking skills
• Strong communication skills in English (additional languages are an advantage)
• Ability to remain calm under pressure and prioritize urgent work
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Experience using CRM or job management software (Jobber, ServiceM8, FieldPulse, etc.) is an advantage

Preferred Qualifications

• Experience coordinating technicians or field service teams
• Basic understanding of technical services such as HVAC, plumbing, electrical, waterproofing, or renovation works
• Experience preparing quotations, work orders, and service documentation
• Strong customer service and complaint resolution skills

Pay: AED2,500.00 - AED4,000.00 per hour

Application Question(s):

• What is your current visa status, and when can you join?
• What is your current salary and expected salary?
• How many years of UAE experience do you have in operations, scheduling, customer service, or administration?
• Have you previously worked for a maintenance, renovation, construction, fit-out, MEP, or facilities management company? If yes, please describe your role.
• Briefly describe a situation where you had to deal with an unhappy customer or reschedule urgent jobs while keeping operations running smoothly.

Work Location: In person