Front Office Administrator

Company Overview

Headway Group (www.headwayms.com) is a premier, multi-disciplinary technical provider specializing in high-end Construction, Facility Management, Design, and Fit-Out services. We operate at the intersection of technical excellence and operational precision, delivering turnkey solutions across the UAE’s residential and commercial sectors. We are seeking a meticulous, high-energy professional to manage our front-line operations and bridge the gap between technical service delivery and elite customer engagement.

Job Purpose

The Front Office Coordinator & Tenant Relations Associate serves as the critical communication hub for Headway’s Facility Management and Property Maintenance divisions. This role ensures seamless documentation flow, maintains rigorous tenant follow-ups, and manages the initial "Inquiry Module" of our CRM to drive operational efficiency and high client retention.

Core Technical & Operational Responsibilities

• Customer Engagement & Inquiry Management: Act as the primary point of contact for clients and tenants, managing the Inquiry Module within the CRM to ensure every request is logged and triaged correctly.
• Tenant Follow-up & SLA Adherence: Execute strict notification protocols, ensuring 7-day and 3-day reminder thresholds are met for renewals, maintenance visits, or pending documentation.
• Documentation & Process Integrity: Manage and archive project/property documents, ensuring that once tasks are completed, they are "step-locked" in the system to maintain data security.
• Reporting & Data Management: Utilize Microsoft Excel, Word, and Google Sheets to maintain real-time trackers for tenant feedback, maintenance logs, and asset history.
• Front Desk Operations: Manage all incoming/outgoing correspondence, visitor logs, and telephone inquiries with a focus on technical clarity and professional communication.
• Inter-Departmental Coordination: Facilitate smooth "hand-offs" between the Sales/Inquiry team and the Operations/Technical teams to ensure field technicians are dispatched accurately.

Required Technical Skills & Qualifications

• Education: Bachelor’s degree in Business Administration, Communications, or a related field.
• Technical Proficiency: Advanced knowledge of Microsoft Word, Excel (formulas, data entry, VLOOKUPs), and Google Sheets is mandatory.
• Communication: Exceptional verbal and written English communication skills; ability to translate technical maintenance jargon into clear client updates.
• Experience: Minimum 3–5 years of experience in a front-office, property management, or facility management coordinator role within the UAE.
• CRM Knowledge: Familiarity with integrated CRM workflows (e.g., Zoho, CAFM) and understanding of "read-only" data protection protocols

Ability to commute/relocate:

• Abu Dhabi: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What is your current salary?
• What is your expected salary?
• What is your current UAE Visa status?
• What is your earliest joining date / notice period?
• How many years of relevant experience do you have within the UAE?

Work Location: In person