Executive Coordinator

KEOLIS Group; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading transportation company based in Dubai is seeking a Support Manager to provide high-level operational coordination and analysis for their Engineering & Maintenance Directorate. The successful candidate will oversee strategic plans, manage communications with stakeholders, and ensure efficient operations across Dubai's Metro and Tram systems. This role requires strong analytical skills, a background in engineering or management, and experience in administrative roles within complex technical environments. Proficiency in reporting tools like Power BI and Excel is essential.

Qualifications

• 2 years of experience in administrative management, project support, or engineering support roles.
• Experience in railway/transport industry preferred.
• Understanding of railway engineering and maintenance practices.

Responsibilities

• Support the Director in developing and monitoring strategic plans.
• Facilitate effective communication between internal departments and stakeholders.
• Coordinate and track operational plans and maintenance programs.

Skills

Analytical skills

Communication skills

Problem-solving

Attention to detail

Negotiation skills

Data interpretation

Stakeholder management

Education

Diploma or bachelor’s degree in business administration, Management, or engineering field

Tools

Power BI

Excel

Project management tools

Job description

To provide high-level executive, analytical, and operational coordination support to KMHI’s Engineering & Maintenance Directorate, ensuring effective planning, communication, governance, and execution of directorate-wide initiatives. The role supports strategic decision-making, oversees cross-functional alignment, facilitates reporting and performance tracking, and ensures efficient administrative operations across Dubai Metro and Dubai Tram maintenance activities.

Key Responsibilities

Strategic

• Support the Director in developing, reviewing, and monitoring engineering and maintenance strategic plans, KPIs, and performance dashboards.
• Coordinate the preparation of executive briefs, board papers, business cases, and strategy presentations.
• Conduct research and data analysis to support policy, planning, and long-term asset management decisions.
• Track progress of strategic initiatives and raise flags for risks, delays, or resource gaps.
• Ensure alignment of directorate priorities with regulatory requirements, concession agreements, and RTA strategic objectives.

Financial

• Support preparation of annual budgets, forecasts, and financial performance reports.
• Coordinate cost-control initiatives and track OPEX and CAPEX utilisation.
• Review financial submissions from engineering units for accuracy, justification, and compliance with financial guidelines.
• Assist in monitoring multi-year maintenance contracts, procurement requests, and expenditure approvals to ensure alignment with budget provisions.

Stakeholder / Customer

• Facilitate effective communication and information flow between internal departments and the RTA, operator/contractor teams, consultants, and external regulatory bodies.
• Prepare correspondence, responses, and meeting briefs for high-level stakeholders.
• Manage the directorate’s customer and stakeholder feedback channels and ensure timely closure of issues, escalations, and commitments.
• Represent the directorate in certain committees, workshops, and stakeholder meetings when delegated.

Operational

• Coordinate and track the completion of operational plans, maintenance programs, audits, and compliance activities across Metro and Tram networks.
• Prepare consolidated reports, dashboards, and summaries for director-level reviews and executive management.
• Support incident reporting, post-incident reviews, and follow-up actions on engineering and maintenance findings.
• Oversee document control, ensuring all directives, policies, standards, and procedures are updated and circulated.
• Manage the director’s calendar, travel arrangements, meeting schedules, and action logs to ensure timely follow-up and closure.

Dimensions

• Direct Reports: None (may oversee temporary staff or coordinators)
• Financial Oversight: Supports budget monitoring for multimillion-dirham OPEX/CAPEX engineering programs.
• Scope: All engineering and maintenance functions across Dubai Metro and Tram systems, including rolling stock, signalling, power, track, stations, depots, civil assets, and systems engineering.
• Decision Authority: Makes procedural and coordination decisions; escalates strategic or financial decisions to the Director.

Key Competencies

Technical Competencies

• Understanding of railway engineering, asset management, and maintenance practices.
• Strong analytical and reporting capabilities (Power BI, Excel, data interpretation).
• Knowledge of project management and contract administration fundamentals.
• Familiarity with rail safety, compliance, and operational frameworks.

Behavioural Competencies

• Strong communication skills (written and verbal).
• High attention to detail, accuracy, and organisation.
• Problem-solving and critical-thinking ability.
• Stakeholder management and negotiation skills.
• Integrity, confidentiality, and discretion.
• Proactive, adaptable, and capable of working with minimal supervision.

Minimum Qualifications

Education

Diploma or bachelor’s degree in business administration, Management, or an engineering field.

Experience

• 2 years of experience in a Support Manager administrative management, project support, or engineering support roles (railway/transport industry preferred).
• Experience with complex technical environments, asset-heavy industries, or public transportation authorities is an advantage.

Skills / Training

Proficiency in MS Office, project management tools, and reporting d