Administrative Coordinator

AESG; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

AESG is seeking a capable administrator to lead the FLS department’s administrative functions in Dubai. You will establish streamlined processes, manage onboarding, bids, project trackers, and weekly/monthly reporting, coordinating with operations and other teams.

You will also drive automation, support audits, translations, and AI initiatives while ensuring compliance with AESG policies. Fluency in Arabic and English and GCC experience are essential for success.

Qualifications

• Bachelor’s degree level or any relevant academic and professional qualifications to carry out the role.
• 4-5 years of experience in office administration.
• GCC experience (UAE and KSA focused)
• Frequent AI user
• Fluent in both Arabic and English

Responsibilities

• Lead all onboarding activites for the department’s new joiners including coordination with operation team and provide standard training to the new joiners.
• Handle and facilitate the process of FLS bids activities including bids tracker, templates, capability statements, client’s follow ups, bids reports, etc, on daily, weekly and monthly basis.
• Handle all project’s related trackers including IMS issuance, contract’s follow ups, project plan records, folders set up, milestones and billings tracker, on weekly and monthly basis.
• Handle commercial related trackers, follow ups and records including invoicing forecasts, cash collection follow ups, NetSuite updates, on weekly and monthly basis.
• Handle fixed weekly and monthly meetings set up including wider team meetings, client’s meetings with the department’s directors, regular resourcing meetings, regular commercial meetings, etc, on weekly and monthly basis.
• Participate in the department’s tasks automation and efficiency enhancement
• Prepare and issue weekly and monthly reports assigned by the department’s director
• Maintain detailed log of all civil defence related official submissions such as approval letters, monthly reports, etc
• Coordinate with the wider AESG operations team in relation to annual audits, process enhancement, HR support, bids support, license renewal, travel arrangements, and other related tasks to AESG operations team.
• Participate in English/Arabic minor translation activities such as civil defence approval letters, short technical notes, etc.
• Participate in AESG AI implementation within the FLS department.
• Ensuring FLS Department administration compliance with AESG Policy

Skills

Office administration

Arabic language

English language

GCC experience

AI usage

Education

Bachelor's degree

Job description

Job Description:

Due to the continuing success and growth of our AESG team, a fantastic opportunity has opened up at our award-winning Specialist Consultancy, Engineering and Advisory Firm. We are headquartered in London, Riyadh, Singapore and Dubai, Cape Town, Cairo & Sydney working throughout the Middle East, Europe and Asia. Our areas of expertise are represented in four core verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory and Commissioning, Handover and Asset Management. We pride ourselves in being leaders in the industry in each of the services that we offer. We have one of the largest dedicated team with decades of cumulative experience in sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management and acoustics.

Job Purpose

• Establish and Lead AESG’s FLS administrative processes in an efficient and effective manner.

Qualification / Experience

• Bachelor’s degree level or any relevant academic and professional qualifications to carry out the role.
• 4-5 years of experience in office administration.
• GCC experience (UAE and KSA focused)
• Frequent AI user
• Fluent in both Arabic and English

GENERAL EXPECTANCY

• Moderate experience and proficiency in multiple competencies.
• Capable of handling tasks independently
• Capable of establishing process, procedures operational manuals
• High organisational skills
• Strong communication skills
• Capable of delivering short admin related training sessions

Responsibilities

• Lead all onboarding activites for the department’s new joiners including coordination with operation team and provide standard training to the new joiners.
• Handle and facilitate the process of FLS bids activities including bids tracker, templates, capability statements, client’s follow ups, bids reports, etc, on daily, weekly and monthly basis.
• Handle all project’s related trackers including IMS issuance, contract’s follow ups, project plan records, folders set up, milestones and billings tracker, on weekly and monthly basis.
• Handle commercial related trackers, follow ups and records including invoicing forecasts, cash collection follow ups, NetSuite updates, on weekly and monthly basis.
• Handle fixed weekly and monthly meetings set up including wider team meetings, client’s meetings with the department’s directors, regular resourcing meetings, regular commercial meetings, etc, on weekly and monthly basis.
• Participate in the department’s tasks automation and efficiency enhancement
• Prepare and issue weekly and monthly reports assigned by the department’s director
• Maintain detailed log of all civil defence related official submissions such as approval letters, monthly reports, etc
• Coordinate with the wider AESG operations team in relation to annual audits, process enhancement, HR support, bids support, license renewal, travel arrangements, and other related tasks to AESG operations team.
• Participate in English/Arabic minor translation activities such as civil defence approval letters, short technical notes, etc.
• Participate in AESG AI implementation within the FLS department.
• Ensuring FLS Department administration compliance with AESG Policy

COMPETENCIES

• Leadership / Management skills - Incorporating management or supervision of tasks. Comprehending mentor guidance while still taking the initiative, occasionally seeking guidance to ensure successful performance.
• Communication / Collaboration - Engaging in more complex interactions, such as active participation in meetings, presenting to small groups, and contributing to team discussions. Working as part of a team (collaboration). Clear communication with good listening skills, patient, adaptable and take responsibility.
• Technical Knowledge / Expertise - Collaborating with more experienced colleagues, leveraging their valuable insights and feedback. Developing analytical skills and ability to autonomously execute operational tasks following instruction.
• Creativity / Innovation - Actively participating in Operational projects. Contributing ideas and solutions that align with their role’s responsibilities. Collaborating and learning to refine and expand upon concepts. Demonstrating adaptability and flexibility.
• Stakeholder Focus / Relationship Building - Managing communication on tasks and operational projects with support from more senior team members. Independently manage third-party providers.
• Strategic Vision / Planning - Contributing to the larger picture. Buy-in to corporate strategy. Learning to prioritise asks and coordinate with colleagues.

Demonstrated Knowledge Base And Professional Skillset

• Time Management / Planning - Coordinating tasks and operational projects. Learning to set delivery timelines, delegate tasks, and use basic software tools. Understanding the importance of planning and scheduling. Able to set priorities, identify and reduce common distractions.
• Industry Experience / Thought Leadership - Supporting team in Operational project delivery. Handling larger subsets of tasks.
• Operational Delivery - Contributing by independently carrying out tasks and supporting more senior team members. Developing skills in task management, process optimisation and problem-solving.
• Leadership / Team Management Experience - Demonstrates strong willingness to learn and developing enthusiasm for the principals of leadership and management. Contributing to shared goals and upholding AESG Core Values.
• Commercial Acumen/ Business Development - General understanding of the operational and commercial aspects within the organisation, including cost control. Assisting senior team members in tasks, tracking progress, maintaining documentation and ensuring smooth coordination.
• Problem Solving / Decision Making - Actively practicing problem-solving and decision-making techniques. Analyse situations, gather information, and proactively proposing solutions. Participate in team discussions and contribute to problem-solving efforts.
• Employee Focus / Process Compliance - Actively contributing to creating a positive employee experience, organising team-building activities, participating in employee feedback discussions. Understanding the link between employee engagement and organisational performance. Preparing and maintaining policy or process-related documents.

Requirements: