Administrative Manager / Operations Coordinator

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

Job summary

Caliberly is seeking a hands-on Administrative Manager to act as the right hand to the Owner and ensure the smooth operation and organization of all business functions across our retail group in Dubai.

This role covers administration, HR, supplier coordination, lease management, and participation in B2B meetings, exhibitions, and mall events, with opportunities to grow into Operations Manager / Brand Coordinator.

Qualifications

• Minimum 3 years of experience in administrative or operational roles.
• Strong understanding of Dubai regulations: Ejari, Visa, Trade License, PRO, Insurance.
• Experience organizing events, corporate activations, and B2B partnerships.
• Excellent English communication and interpersonal skills (Arabic or Hindi a plus).
• Strong organizational ability, attention to detail, and initiative.
• Confident using Excel, Google Sheets, and standard office software.

Responsibilities

• Manage all administrative, legal, and operational tasks: licenses, visas, contracts, Ejari renewals, VAT filings, and insurance.
• Maintain and update all official documents, permits, and renewals (Trade License, PRO, tenancy contracts, etc.).
• Build and maintain a database of suppliers, mall contacts, and government entities.
• Coordinate operations between stores and ensure smooth internal communication.
• Monitor store performance, staff discipline, and quality of customer service.
• Organize and participate in B2B meetings, exhibitions, trade shows, and mall events to expand brand visibility and partnerships.
• Plan and oversee Toy Station in-store events, activations, and promotional activities.
• Support the Owner with strategic improvements and reporting on operational performance.

Skills

English communication

Interpersonal skills

Organizational skills

Attention to detail

Tools

Excel

Google Sheets

Office software

Job description

Administrative Manager / Operations Coordinator

About the job Administrative Manager / Operations Coordinator

About the Role

Caliberly is seeking a hands-on Administrative Manager to act as the right hand to the Owner and ensure the smooth operation and organization of all business functions.

This is a strategic and operational position responsible for administration, HR, supplier coordination, lease management, and overall business organization, as well as active participation in B2B meetings, exhibitions, and mall events.

The candidate will work closely with ownership to strengthen internal systems, improve staff performance, and elevate customer experience across all stores.

Key Responsibilities

Manage all administrative, legal, and operational tasks: licenses, visas, contracts, Ejari renewals, VAT filings, and insurance.

Maintain and update all official documents, permits, and renewals (Trade License, PRO, tenancy contracts, etc.).

Build and maintain a database of suppliers, mall contacts, and government entities.

Coordinate operations between stores and ensure smooth internal communication.

Monitor store performance, staff discipline, and quality of customer service.

Organize and participate in B2B meetings, exhibitions, trade shows, and mall events to expand brand visibility and partnerships.

Plan and oversee Toy Station in-store events, activations, and promotional activities.

Support the Owner with strategic improvements and reporting on operational performance.

Requirements

Minimum 3 years of experience in administrative or operational roles (retail, hospitality, or franchising preferred).

Strong understanding of Dubai regulations: Ejari, Visa, Trade License, PRO, Insurance, etc.

Experience organizing events, corporate activations, and B2B partnerships.

Excellent English communication and interpersonal skills (Arabic or Hindi a plus).

Strong organizational ability, attention to detail, and initiative.

Confident using Excel, Google Sheets, and standard office software.

We Offer

Competitive salary + performance-based incentives.

Direct collaboration with the Owner and senior management.

Opportunity to grow into Operations Manager / Brand Coordinator role.

Participation in strategic projects: e-commerce, B2B, and brand development.

Dynamic, people-focused environment within a fast-growing retail group.