Department Coordinator

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

Job summary

Confidential Company in Dubai seeks a Training Coordinator to organize and coordinate training programs, blending security expertise with administrative and financial duties. You will handle inquiries, quotations, scheduling, payments, and invoicing while maintaining training records and coordinating onsite sessions.

The role requires a bachelor degree or equivalent and 2+ years in administrative work, with duties spanning client communication, billing, and payroll-related data sharing.

Qualifications

• Bachelor degree or equivalent.
• 2+ years experience in administrative role.

Responsibilities

• Attend and provide feedback of all enquiries related to trainings.
• Prepare quotations according to the trainings opted by the client.
• Share training details, training slots, and payment details with customers and ensure the collection of payments.
• Coordinate and arrange training schedules, training location and general guidelines to be followed during training sessions.
• Share booking confirmations with customers along with training details, duration and schedules.
• Arrange site visits for onsite trainings.
• Maintain booking and sales details on a weekly basis.
• Share monthly invoice details for all invoiced trainings with the Accounts department for billing purposes.
• Collect attendance sheets for trainings and prepare quotations.
• Maintain a database for settled invoices and monitor account balance weekly.

Skills

Administrative coordination

Education

Bachelor degree or equivalent

Job description

Coordinator will be responsible for the organization and coordination of training programs. This role combines aspects of security expertise with training and program with a blend of administrative and financial tasks.

Job Description:

• Attend and provide feedback of all enquiries related to trainings.
• Prepare (quotations) according to the trainings opted by the client.
• Share training details, training slots, and payment details with customers and ensure the collection of payments.
• Coordinate and arrange training schedules, training location and general guidelines to be followed during training the sessions.
• Share booking confirmations with customers along with training details, training duration and training schedules.
• Arrange site visits for onsite trainings.
• Maintain booking and sales details on a weekly basis.
• Share monthly invoice details for all invoiced trainings with the Accounts department for billing purposes.
• Collect attendance sheets for trainings and prepare quotations.
• Receive First Aid cards for those who attended the trainings, segregate, and dispatch them to clients.
• Request Proforma invoices from customers for advance payments for training.
• Maintain a database for settled invoices.
• Monitor account balance considering the number of attendees each week.
• Send payment release requests to Accounts Payables in advance whenever there is a low account balance.
• Prepare quotations for all external trainings according to bookings.
• Submit RFI requests for quotations created through the invoicing portal.
• Share payment intimations and cheque collections from external customers and inform the accounts.
• Share deduction details along with employee acknowledgements with the payroll team on a weekly basis to ensure deductions are uploaded for the respective payroll period.

Required Criteria:

• Bachelor degree or equivalent
• 2+ years experience in administrative role