Admin Coordinator

ABO FAISAL PORTS SERVICES LLC; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading heavy equipment service provider in Dubai seeks a Tagalog-Speaking Administrator to manage office operations and assist with customer inquiries in equipment rentals and spare parts. The ideal candidate has 3+ years of relevant experience and is fluent in Tagalog and English. A valid UAE driving license is essential for this full-time role.

Qualifications

• 3+ years of experience in administrative roles, preferably in heavy equipment or automotive.
• Valid UAE driving license required.

Responsibilities

• Manage daily office operations and documentation for rentals and sales.
• Assist B2B clients with equipment rental needs and spare parts inquiries.
• Coordinate equipment availability and maintain inventory records.

Skills

Tagalog fluency

English fluency

MS Office proficiency

Organizational skills

Job description

Job Title: Tagalog-Speaking Administrator (Heavy equipment rental and spare parts Business)

Location: DIP, DUBAI, UAE

Employment Type: Full-Time

Experience: Minimum 3 Years

License Requirement: Valid UAE Driving License

Job Description:
We are recruiting on behalf of our client, a reputable business in the heavy equipment and industrial sector, for a Tagalog-Speaking Administrator. The ideal candidate will have a minimum of 3 years of administrative experience, preferably within heavy equipment, construction, automotive, or spare parts trading. Fluency in Tagalog and English is essential, as is a valid UAE driving license. This role requires excellent organizational skills, strong communication abilities, and a detail-oriented mindset to support the client’s operations in both equipment rental and spare parts sales.

Key Responsibilities:

Administrative Duties:

• Manage daily office operations, including filing, documentation, and client records for both rental contracts and spare parts sales.
• Handle customer inquiries, rental bookings, and parts orders via phone, email, or in person.
• Prepare and maintain critical documentation such as Equipment Rental Agreements, Sales Invoices, Delivery Notes, and Purchase Orders.
• Process quotations and proforma invoices for rental and parts inquiries.

Customer Service:

• Assist B2B clients with their heavy equipment rental needs and spare parts requirements, ensuring a professional and efficient experience.
• Address customer concerns or complaints in a professional and timely manner.
• Provide clear and accurate information on equipment specifications, availability, rental terms, and parts pricing.

Equipment & Inventory Coordination:

• Assist in coordinating equipment availability, maintenance schedules, and inspections with the workshop and logistics teams.
• Update and maintain accurate records of the rental fleet, including service history, hours of operation, and damage reports.
• Support spare parts inventory management by updating stock levels, processing sales orders, and liaising with suppliers for parts procurement.

Logistics and Driving:

• Occasionally drive for business-related tasks such as bank deposits, document submissions, or urgent parts delivery/pickup (valid UAE driving license required).

Reporting and Compliance:

• Prepare daily, weekly, and monthly reports on rental utilization, parts sales, revenue, and customer feedback.
• Ensure compliance with company policies, UAE regulations, and industry standards for equipment operation and documentation.

Requirements:

• Language Proficiency: Fluent in Tagalog and English (written and spoken).
• Experience: Minimum of 3 years in an administrative, customer service, or coordinator role. Experience in heavy equipment, construction, automotive, or spare parts trading is highly preferred.
• Driving License: Valid UAE driving license is mandatory.

Skills:

• Proficient in MS Office (Word, Excel for reports and inventory, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet deadlines in a fast-paced industrial environment.

Attributes:

• Client-focused with a professional and assertive demeanor.
• Reliable, punctual, and extremely detail-oriented.
• Ability to understand technical parts and equipment terminology is a strong advantage.

Preferred Qualifications:

• Previous experience in the heavy equipment rental industry or spare parts trading.
• Knowledge of inventory management software or systems.

Job Type: Full-time

Application Question(s):

• If you are selected, how many days would you require to join us?

Experience:

• Administrative: 3 years (Required)

License/Certification:

• UAE driving license (Required)

Application Deadline: 25/02/2025