ADMIN & OPERATIONS COORDINATOR

Confidential; Dubai; On-site; AED 60,000 - 100,000; Full time

Job summary

Confidential in Dubai seeks an organized Admin & Operations Coordinator to support the Operations Executive in managing daily schedules, field teams, client coordination and administrative tasks.

You will coordinate with cleaners, technicians and snagging teams, prepare quotations and reports, track attendance, and handle urgent requests, while maintaining records and ensuring smooth operations.

Qualifications

• 3–5 years UAE experience in admin or operations coordination.
• Experience in cleaning services or facility management preferred.
• Strong scheduling and client-facing communication.
• Proficient in MS Word, MS Excel, email and WhatsApp.

Responsibilities

• Assist in preparing daily and weekly work schedules.
• Coordinate with cleaners, technicians, supervisors and snagging teams.
• Confirm job schedules, locations and requirements with clients.
• Track attendance, timesheets, overtime and site assignments.
• Prepare quotations, invoices, purchase requests and job-completion reports.
• Maintain records of clients, projects, employees, equipment and materials.
• Follow up with teams regarding job progress and completion.
• Arrange transportation, site access, permits, equipment and materials.
• Receive client inquiries and coordinate with the Operations Executive.
• Prepare and send work orders, schedules and instructions to field teams.
• Assist in handling schedule changes, urgent requests and client complaints.
• Monitor availability of cleaning supplies and operational equipment.
• Collect photos, snagging reports and signed completion documents.
• Support recruitment, onboarding and document collection for new workers.
• Perform other administrative and operational duties as required.

Skills

Scheduling

Coordination

Client-service

Multitasking

Documentation

Tools

MS Word

MS Excel

Email

WhatsApp

Job description

JOB DESCRIPTION - ADMIN & OPERATIONS COORDINATOR

Location: Dubai, UAE

Industry: Window Cleaning, Snagging and Facility Services

Reports To: Operations Executive

Job Summary:

We are looking for an organized and proactive Admin & Operations Coordinator to support the Operations Executive in managing daily schedules, field teams, client coordination, and administrative tasks. The candidate should be comfortable working in a fast-paced environment and coordinating several jobs at the same time.

Key Responsibilities:

• Assist in preparing daily and weekly work schedules.
• Coordinate with cleaners, technicians, supervisors, and snagging teams.
• Confirm job schedules, locations, and requirements with clients.
• Track employee attendance, timesheets, overtime, and site assignments.
• Prepare quotations, invoices, purchase requests, and job-completion reports.
• Maintain records of clients, projects, employees, equipment, and materials.
• Follow up with teams regarding job progress and completion.
• Arrange transportation, site access, permits, equipment, and materials.
• Receive client inquiries and coordinate them with the Operations Executive.
• Prepare and send work orders, schedules, and instructions to field teams.
• Assist in handling schedule changes, urgent requests, and client complaints.
• Monitor the availability of cleaning supplies and operational equipment.
• Collect photos, snagging reports, and signed completion documents from teams.
• Support recruitment, onboarding, and document collection for new workers.
• Perform other administrative and operational duties as required.

Requirements:

• At least 3-5 years of UAE experience in administration or operations coordination.
• Experience in window cleaning, snagging, cleaning services, maintenance, or facility management is preferred.
• Strong scheduling, coordination, and follow-up skills.
• Good communication and client-service skills.
• Proficient in Microsoft Word, Excel, email, and WhatsApp.
• Able to prepare basic reports, quotations, and operational documents.
• Organized, detail-oriented, and able to manage multiple tasks.
• Able to work under pressure and respond to urgent operational requirements.
• Available to join immediately or within a short notice period.

The ideal candidate should be reliable, flexible, and able to provide complete administrative support to the Operations Executive and field teams.