4095 Facilities Management Administrative Assistant jobs near me

Job Title: Administrative Assistant cum Operations Coordinator

Company: You Smart Communications Network LLC

Location: Al Quoz 1, Dubai, United Arab Emirates

Employment Type: Full-Time, On-Site

Salary: AED 2,500 – AED 3,000 per month (based on experience and qualifications)

Working Days: Monday to Saturday

Joining: Immediate

About the Company

You Smart Communications Network LLC is a Dubai-based engineering and technology company established in 2015, specialising in Smart Home Automation, Extra Low Voltage (ELV) systems, CCTV surveillance, access control, networking and Wi-Fi solutions, audio visual and home cinema, gate barrier systems, and integrated building technologies. We deliver end-to-end solutions across residential, commercial, hospitality, and industrial projects throughout the UAE.

Role Overview

We are seeking a well-organised and dependable Administrative Assistant cum Operations Coordinator to support the daily administrative and operational functions of the company. Reporting to the Operations Manager, the successful candidate will act as the central coordination point between the sales, projects, procurement, and technical teams — ensuring documentation, scheduling, and client communication are handled accurately and on time.

This position offers direct exposure to project operations in a fast-growing technology company and a clear path toward greater operational responsibility.

Key Responsibilities

Administration

• Manage day-to-day office administration, correspondence, filing, and record keeping (physical and digital).
• Prepare, format, and issue company documents including letters, reports, and presentations.
• Maintain organised records of contracts, warranties, delivery notes, and project files.
• Handle incoming calls and emails, directing enquiries to the relevant department and following up to closure.
• Support management with calendar scheduling, meeting coordination, and minutes of meetings.

Sales & Documentation Support

• Prepare and issue quotations, proforma invoices, and tax invoices under the guidance of the Sales team.
• Maintain the enquiry and quotation register, and follow up with clients on pending quotations.
• Update and maintain the customer database and contact records.

Operations & Project Coordination

• Coordinate technician schedules, site visits, and installation appointments with clients.
• Track project progress and update job status in the company tracking sheets.
• Prepare Local Purchase Orders (LPOs) and coordinate with suppliers on deliveries and pending items.
• Assist in material requisition, delivery note preparation, and basic stock/inventory record keeping.
• Coordinate Annual Maintenance Contract (AMC) renewals, service schedules, and reminder follow-ups.
• Prepare project handover documents, service reports, and completion certificates.

Client & Team Support

• Serve as the first point of contact for client enquiries, service requests, and complaints, ensuring timely response and resolution.
• Coordinate between engineers, technicians, procurement, and accounts to ensure smooth workflow.
• Support the Accounts department with invoice follow-up and payment collection reminders.
• Assist HR and Administration with staff attendance records, leave documentation, and visa/document renewal tracking.

Required Qualifications

• Minimum 1 year of experience as an Administrative Assistant, Operations Coordinator, Office Administrator, Project Coordinator, or in a similar role — preferably within the ELV, MEP, IT, construction, or facilities management sector.
• Excellent written and spoken English communication skills.
• Strong working knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint).
• High computer literacy with fast and accurate typing skills.
• Strong organisational and time management abilities, with proven capability to manage multiple priorities simultaneously.
• High level of attention to detail and accuracy in documentation.
• Ability to work independently with minimal supervision.
• Bachelor's degree or diploma in Business Administration, Commerce, or a related field is preferred.
• Currently residing in the UAE with a valid visa and able to join immediately.

Candidate Profile

We are looking for a professional who is highly organised, honest, and trustworthy; self-motivated and proactive in identifying and resolving issues; detail-oriented and customer-focused; a fast learner who remains calm under pressure; and able to maintain strict confidentiality of company and client information.

What We Offer

• Employment visa and medical insurance as per UAE Labour Law.
• Annual leave and air ticket entitlement as per UAE Labour Law.
• Structured training on ELV, smart home, and building technology systems.
• A stable, growing company with genuine opportunity for career progression into operations and project management.
• A professional, supportive, and team-oriented working environment.

How to Apply

Interested candidates are invited to apply through Indeed with an updated CV. Applications that include a brief note on relevant administrative or coordination experience will be given priority. Only shortlisted candidates will be contacted.

You Smart Communications Network LLC is an equal opportunity employer. All applications are treated in strict confidence.

Pay: AED2,500.00 - AED3,000.00 per month

Application Question(s):

• This position offers a monthly salary of AED 2,500 to AED 3,000 based on experience. Are you willing to accept this salary range?
• How many years of experience do you have in an administrative, office coordination, or operations coordination role?
• Please rate your proficiency in Microsoft Word, Excel, and Outlook (Basic / Intermediate / Advanced), and briefly describe how you have used Excel in a previous role.
• This role requires full-time attendance at our Al Quoz 1, Dubai office from Monday to Saturday. Are you able to commit to this schedule?
• Are you able to commute reliably to Al Quoz 1, Dubai, or relocate within a reasonable distance of the office before your start date?
• What is your current visa status, and what is your earliest available joining date?
• Describe a time you managed several competing administrative tasks or deadlines at once. How did you prioritise them?
• Do you have experience preparing quotations, purchase orders, or invoices? If yes, please specify the software used.

Work Location: In person