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coordination assistant

Fulkrum

<div>Fulkrum is a global leader in inspection, expediting, auditing, and technical staffing services, delivering exceptional solutions to the energy, engineering, and construction industries for over 14 years. Headquartered in the UK, we have established a strong presence across six continents, serving more than 300 clients worldwide.

Our commitment to excellence has been recognised with prestigious awards, including the King's Award for Enterprise in International Trade (2023), the People and Competency Award at the EIC Awards (2023), and the Scale-Up Award at the WESCA North America Awards (2024). Most recently, Fulkrum was named the 2025 winner in the People, Culture &amp; Optimisation category at the EIC North &amp; Central America Regional Awards. 


Our Abu Dhabi office is currently seeking a highly motivated and experienced Coordination Assistant to join our dynamic team. 
Role Overview:

The role will be to directly support the coordination team in your regional office with all administration and coordination matters. The role will be varied and fast-paced. 
Key Responsibilities and Duties
<ul>
<li>Support the Coordination team with all administrative and coordination tasks.</li>
<li>Handle internal and external office enquiries efficiently.</li>
<li>Regularly update our database with client and inspector data and reports</li>
<li>Research on behalf of managers as needed.</li>
<li>You will be expected to ensure that the database is up to date, and to input client/inspector data and reports into the system regularly.</li>
<li>Source candidates in line with client requirements.</li>
<li>Prepare and manage client timesheets for the QCC.</li>
<li>Review and approve inspectors&rsquo; invoices promptly.</li>
<li>Provide backup coordination support during urgent or emergency situations when assistance is required by the lead QC coordinator. 
</li>
<li>Contact Technical Personnel for up-to-date certificates and CVs.</li>
<li>Formatting inspector CVs to maintain professional standards.</li>
<li>Book meetings for managers and colleagues, ensuring smooth scheduling.</li>
<li>Manage incoming calls and draft correspondence.</li>
<li>Taking minutes during meetings and handling various day-to-day administrative tasks</li>
<li>Plan and arrange social events and team-building activities with local managers</li>
<li>Support the Accounts team with AP/AR enquiries</li></ul> 


Skills and Qualifications:
<ul>
<li>Excellent time management and efficiency</li>
<li>Ability to meet deadlines and keen eye for detail.</li>
<li>Must be able to read and interpret instructions carefully</li>
<li>Extensive working knowledge of MS Office programs</li>
<li>Strong Administration skills</li></ul> 


Personal Skills:
<ul>
<li>Organisational skills and ability to multitask</li>
<li>Excellent communication skills</li>
<li>Strong team ethics</li>
<li>Working flexibly, providing continued support to the Fulkrum team where required</li></ul> 


HSE Awareness:

All personnel are made aware of Fulkrum&rsquo;s Health and Safety policy and procedures during the Onboarding process. 
Why Join Us?

This is an exciting opportunity for a driven Coordination Assistant to showcase their expertise in a supportive and collaborative environment. At Fulkrum, you&rsquo;ll make a tangible impact while advancing your career in the thriving global business sector. 
We offer a fantastic working environment with a highly engaged team and consistently high eNPS scores. Fulkrum's success in attracting new clients and expanding our global footprint is a testament to our excellence and dedication. We have regular reward and recognition initiatives, a social budget, and a refer-a-friend scheme to ensure our team feels valued and motivated. 
Join us to be part of a high-performing team with ample opportunities for skill enhancement and development. Be a part of our success story and contribute to our continued growth and innovation. 
Apply now and become a valued part of our growing team! 


Fulkrum</div>

Coordination Assistant

Crawford Hardware & Electrical Trading

Job Requirements &ndash; Purchase AssistantEducation:<ul><li>Bachelor&rsquo;s degree in Business Administration, Supply Chain Management, or any relevant field.</li></ul>Experience:<ul><li>1 to 3 years of experience as an Assistant Procurement / Purchase Assistant in the MEP field, with strong experience in project documentation and supplier coordination.</li></ul>Key Skills &amp; Competencies:<ul><li>Knowledge of MEP materials (HDPE, PPR, UPVC, valves, pumps, fittings, electrical &amp; mechanical items).</li><li>Strong experience in raising purchase requests, preparing comparison sheets, and coordinating with suppliers.</li><li>Ability to source materials locally and internationally.</li><li>Excellent documentation and negotiation skills.</li><li>Proficiency in MS Office (Excel, Word, Outlook); experience with ERP/CRM systems is an advantage.</li><li>Good communication and coordination skills.</li><li>Strong analytical and time-management skills.</li><li>Ability to work under pressure and meet project timelines.</li></ul>Roles &amp; Responsibilities:<ul><li>Prepare RFQs, collect quotations, and make comparison statements for management.</li><li>Coordinate with suppliers, manufacturers, and internal departments regarding orders.</li><li>Follow up on delivery status, LPO issuance.</li><li>Maintain records of purchase documents, supplier lists, and project material tracking.</li><li>Support the procurement manager in day-to-day operations.</li></ul>Job Type: Full-time

Purchase Assistant

Norconsulting Global Recruitment

<div>
 
 
 Assistant Resident Engineer &ndash; Civil (Substation)
 
 
 
 Location: United Arab Emirates
 
 
 
 Experience Level
 
 
 
 Skilled Professional (8+ years of relevant experience)
 
 
 
 
 
 
 About the Role
 
 
 
 We are seeking an experienced
 
 Assistant Resident Engineer &ndash; Civil (Substation)
 
 to support the supervision of civil works for high-voltage substation projects within the UAE. The role involves assisting the Resident Engineer in ensuring that construction activities are executed in accordance with contract documents, approved drawings, method statements, and applicable industry and authority standards.
 
 
 
 
 
 This position is site-based and requires strong technical expertise in substation civil works, effective coordination with contractors and stakeholders, and a proactive approach to quality, safety, and compliance.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Assist the Resident Engineer in the day-to-day supervision of civil works related to high-voltage substations.
 </li>
 <li>
 Conduct regular site inspections to ensure contractor compliance with approved drawings, specifications, and method statements.
 </li>
 <li>
 Coordinate with multidisciplinary teams and participate in Site Technical Coordination Meetings.
 </li>
 <li>
 Review contractor submissions, including shop drawings, method statements, and construction-related documentation.
 </li>
 <li>
 Monitor, witness, and report on construction and testing activities to ensure contractual and technical compliance.
 </li>
 <li>
 Support final inspections, completion certification, and handover of works.
 </li>
 <li>
 Ensure effective implementation and monitoring of health, safety, and environmental measures on site.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Civil Engineering, approved by relevant UAE regulatory authorities.
 </li>
 <li>
 Minimum of 8 years&rsquo; experience in civil engineering projects, with demonstrable experience in substation civil works within the UAE.
 </li>
 </ul>
 
 
 
 
 
 Technical Competencies
 
 
 <ul>
 <li>
 Strong knowledge of civil engineering practices related to high-voltage substations.
 </li>
 <li>
 Proven experience in site supervision, contractor coordination, and technical document review.
 </li>
 <li>
 Familiarity with UAE authority standards, codes, and utility requirements.
 </li>
 </ul>
 
 
 
 
 
 Soft Skills
 
 
 <ul>
 <li>
 Strong interpersonal and coordination skills.
 </li>
 <li>
 High attention to detail with a proactive approach to resolving technical and site-related issues.
 </li>
 <li>
 Ability to work effectively in multicultural, fast-paced project environments.
 </li>
 </ul>
 
 
 
 
 
 Preferred Experience
 
 
 <ul>
 <li>
 Prior experience working on projects for major UAE utilities such as transmission and distribution authorities is highly desirable.
 </li>
 </ul>
 
 
</div>

ARE Civil Engineer

CANDOR GENERAL CONTRACTING

We are looking for a detail-oriented and proactive HR Payroll Assistant to support our Human Resources department in Abu Dhabi based office. The ideal candidate should have hands-on experience in payroll processing, time sheet management, and general HR coordination activities.Key Responsibilities:<ul><li>Assist in end-to-end payroll processing ensuring accuracy and timely salary disbursement</li><li>Maintain and verify employee time sheets, attendance, and leave records</li><li>Coordinate with various departments for payroll and HR-related requirements</li><li>Prepare and manage gate passes, employee movement records, and related documentation</li><li>Support HR operations including employee records, onboarding documentation, and compliance</li><li>Handle employee queries related to payroll, attendance, and HR policies</li><li>Ensure confidentiality and accuracy of employee data</li><li>Assist in audits and preparation of HR reports as required</li></ul>Requirements &amp; Qualifications:<ul><li>2 to 3 years of experience in HR payroll and administration</li><li>Good knowledge of payroll processes, attendance systems, and time management</li><li>Experience in handling gate passes and employee coordination</li><li>Strong organizational and coordination skills</li><li>Proficient in MS Excel and HR/payroll software</li><li>Good communication and interpersonal skills</li><li>Ability to handle confidential information with integrity</li></ul>Job Type: Full-timePay: AED2,500.00 - AED3,000.00 per monthWork Location: In person

HR Payroll Assistant

Wio Bank

<div>
 
 About Wio
 
 
 
 Wio Bank is a leading one-of-a-kind financial platform that is revolutionizing the banking industry in the MENA region. Our platform is here to reboot personal and business banking in the digital age. Our personalised features and seamlessly integrated services are built around your needs, helping you spend, save, and plan for your future.
 
 
 
 About The Role
 
 
 
 We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide high-level administrative and operational support to our senior leadership team within our fast-paced digital banking environment. This role is pivotal in ensuring the smooth functioning of executive responsibilities and enhancing the efficiency of our leadership team.
 
 
 If you thrive in dynamic environments, excel at multitasking, and enjoy solving problems before they arise&mdash;this may be the perfect opportunity for you.
 
 
 Key Responsibilities
 
 
 Executive Support
 
 
 <ul>
 <li>
 Provide comprehensive administrative support to three senior executives, including complex calendar management, meeting coordination, and travel arrangements.
 </li>
 <li>
 Prepare and organize executive materials, such as reports, presentations, meeting briefs, and follow-ups.
 </li>
 <li>
 Serve as a professional point of contact for internal teams, clients, partners, and external stakeholders on behalf of the executives.
 </li>
 <li>
 Proactively manage day-to-day priorities, anticipating needs and ensuring timely execution of tasks.
 
 
 </li>
 </ul>
 Meeting &amp; Event Coordination
 
 
 <ul>
 <li>
 Schedule and manage meetings, including preparing agendas, taking minutes, and tracking follow-up actions.
 </li>
 <li>
 Coordinate executive events&mdash;both internal and external&mdash;including logistics, communications, and resource planning.
 
 
 </li>
 </ul>
 Office &amp; Administrative Management
 
 
 <ul>
 <li>
 Manage daily administrative operations, including ordering and maintaining office supplies and managing office equipment for executive use.
 </li>
 <li>
 Maintain organized filing systems (digital and physical) and ensure accurate record keeping.
 </li>
 <li>
 Identify and recommend improvements to optimize administrative workflows and increase efficiency.
 
 
 </li>
 </ul>
 Project &amp; Initiative Support
 
 
 <ul>
 <li>
 Assist executives with ongoing projects, including data collection, research, preparation of reports, and tracking of milestones and deadlines.
 </li>
 <li>
 Collaborate with other departments to ensure successful execution and alignment of cross-functional initiatives.
 
 
 </li>
 </ul>
 Confidentiality &amp; Professionalism
 
 
 <ul>
 <li>
 Handle sensitive information with the highest level of confidentiality, discretion, and integrity.
 </li>
 <li>
 Maintain a high standard of professionalism in all communications and interactions, internally and externally.
 
 
 </li>
 </ul>
 What We&rsquo;re Looking For
 
 
 <ul>
 <li>
 Proven experience as an Executive Assistant or in a similar administrative role supporting senior leadership.
 </li>
 <li>
 Outstanding organizational and time-management skills, with the ability to manage multiple priorities effectively.
 </li>
 <li>
 Excellent verbal and written communication skills. Fluency in Arabic is preferred, alongside proficiency in English.
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital collaboration tools (e.g., Google Workspace, Slack, Zoom).
 </li>
 <li>
 Strong sense of ownership, discretion, and attention to detail.
 </li>
 <li>
 Ability to work independently, adapt quickly, and handle confidential information with care.
 
 
 </li>
 </ul>
 Why Join Us
 
 
 At Wio, we&rsquo;re on a mission to transform the banking experience through technology, innovation, and customer-first thinking. As an Executive Assistant, you'll be working at the heart of our leadership team, enabling their success and driving impact across the organization.
</div>

Executive Assistant

Aspire Manpower Services

Hiring: Commercial AssistantLocation: UAE, Abu DhabiWork Type: Non-shift | Full-timeFunction: Supply Chain / Procurement JobSummary: We are looking for a Commercial Assistant to support procurement activities by ensuring timely sourcing of goods and services, negotiating best value, and maintaining strong supplier relationships. The role requires adherence to company policies, ethical standards, and efficient coordination with internal stakeholders.Key Responsibilities: Identify, evaluate, and onboard suppliers and contractors Source and pre-qualify maintenance, refurbishment, and construction vendors Support procurement planning based on forecasted consumption and inventory levels Coordinate with internal departments to consolidate procurement requirements Manage RFQs, tenders, and quotation processes in line with company procedures Compile and analyze supplier quotations and prepare comparison summaries Negotiate optimal pricing while ensuring quality and compliance Prepare and process purchase orders through the ERP system as per approval matrix Follow up with suppliers to ensure timely delivery of goods and services Verify delivery notes, completion certificates, and supporting documentation Coordinate with suppliers and finance teams for invoice submission and resolution Maintain accurate procurement records and efficient electronic filing systems Support store operations in the absence of the Storekeeper, if requiredKey Objectives: Ensure procurement activities comply with internal policies and best practices Maintain a strong, reliable, and compliant supplier baseHSE &amp; Compliance Responsibilities: Adhere to QHSE policies and safe working practices Report hazards, incidents, and participate in safety programs and audits Promote environmental responsibility and resource conservationInformation Security: Safeguard company information and documentation from internal and external risksQualifications &amp; Experience: Bachelor&rsquo;s degree in Supply Chain, Commerce, Economics, or related field Professional certification in Procurement or Supply Chain is an advantage Minimum 3 years&rsquo; UAE experience in procurement/commercial roles Experience in construction, maintenance, or facilities management preferred Strong knowledge of UAE suppliers and contractor markets Proficient in MS Office and ERP systems (SAP, Oracle, Microsoft AX, etc.) Good command of English (spoken and written) Valid UAE driving license is an added advantageCompetency Level: Leadership Tier: Self-managed professionalInterested candidates send resume to darshan@aspirems.aeJob Type: Full-timePay: AED3,500.00 - AED7,000.00 per monthWork Location: In person

Commercial Assistant

ISS International SpA

<div>ISS International SpA Abu Dhabi Branch is looking for an Office Assistant &amp; Visa Coordinator to be based at our office in Abu Dhabi.
Roles &amp; Responsibilities: 
1. Office &amp; Administrative Support<ul><li>
Manage incoming and outgoing correspondence (emails, letters, official communications)</li><li>
Organize meetings, appointments, and business travel arrangements</li><li>
Prepare, format, and file documents, reports, and presentations</li><li>
Handle office coordination, telephone communications, and visitor reception</li><li>
Support management and coordinate with internal departments and external suppliers</li><li>
Request purchase quotations and manage office supplies procurement.</li><li>
Manage leases, including handling lease expirations, renewals/extensions, insurance certificates, and internal documentation requests.</li></ul>
2. Visa &amp; Immigration Coordination<ul><li>
Manage end-to-end processes for work visas, residence visas, Emirates ID, medical tests, health insurance and permits</li><li>
Track visa, residence &amp; work permits and insurance expiry dates and ensure timely renewals</li><li>
Coordinate with PRO for all the applications related to Immigration authorities, MOHRE, ICP, and CICPA.</li><li>
Prepare and verify documentation for employees, consultants, and visitors</li><li>
Support employee onboarding and offboarding processes</li><li>
Ensure compliance with UAE labour and immigration regulations</li></ul>
3. Logistics Coordination<ul><li>
Arrange travel logistics including flights, accommodation, and transportation</li><li>
Coordinate staff mobilization and demobilization</li><li>
Organize training and certifications (BOSIET, CICPA, H2S, medicals, etc.)</li><li>
Manage site access passes, ID badges, and security clearances</li><li>
Coordinate and maintain occupancy records for the guest houses, and liaise with the cleaning service provider to ensure proper cleaning services for both the guest houses and the office</li></ul>
Skills &amp; Competencies<ul><li>
Strong organizational and time-management skills</li><li>
High attention to detail and accuracy</li><li>
Ability to manage multiple tasks and meet deadlines</li><li>
Excellent communication and interpersonal skills</li></ul>
Qualifications &amp; Experience<ul><li>
Diploma or Bachelor&rsquo;s degree in Administration, Business, or a related field</li><li>
2&ndash;5 years of experience in secretarial, HR, or logistics roles</li><li>
Proven experience with UAE visa and immigration procedures</li><li>
Familiarity with MOHRE, ICP processes is an advantage</li></ul>
Language &amp; IT Skills<ul><li>
Fluent in English (written and spoken)</li><li>
Knowledge of Arabic is an advantage</li><li>
Proficient in MS Office (Word, Excel, Outlook)</li></ul></div>

Office Assistant & Visa Coordinator

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