office coordinator

Alta facilities management services LLC

Office Coordinator ( Femail ) Dubai Real Estate Job SummaryWe are seeking a proactive, organized, and customer-focused Office Coordinator to support the daily operations of our Dubai real estate brokerage. The ideal candidate will ensure smooth office administration, coordinate with agents and management, maintain accurate records, and provide excellent client service.In addition to administrative responsibilities, this role will involve telecalling prospective and existing clients, following up on property inquiries, scheduling appointments, and supporting the sales team with lead management and CRM updates.Objectives of the Role● Ensure the smooth day-to-day operation of the office.● Provide administrative support to the sales and management teams.● Maintain organized records, documents, and client databases.● Serve as the first point of contact for office visitors and incoming calls.● Support lead generation by making outbound calls to prospective clients and following up on inquiries.● Deliver a professional and welcoming experience to clients, developers, and business partners.Key ResponsibilitiesOffice Administration● Manage daily office operations and ensure a well-organized work environment.● Coordinate meetings, appointments, and conference room bookings.● Maintain office supplies and coordinate maintenance requirements.● Handle incoming and outgoing correspondence, courier services, and office documentation.● Prepare reports, presentations, and other administrative documents as required.Client &amp; Reception Management● Welcome clients, investors, and business partners visiting the office.● Answer incoming phone calls and emails professionally and direct inquiries to the appropriate team members.● Coordinate client meetings with property consultants.● Maintain a high standard of customer service at all times.CRM &amp; Documentation● Maintain and update client records in the CRM system.● Upload and organize property listings and related documentation.● Assist with transaction files and compliance documentation.● Prepare contracts, forms, and administrative paperwork when required.Telecalling &amp; Lead Follow-Up● Make outbound calls to prospective buyers, sellers, landlords, and tenants.● Follow up on leads generated through property portals, social media, and marketing campaigns.● Qualify leads by understanding client requirements and updating CRM records.● Schedule meetings and property viewings for the sales team.● Conduct follow-up calls with existing clients to maintain relationships and gather feedback.● Support lead reactivation campaigns by contacting previous inquiries and inactive clients.Sales Support● Coordinate with property consultants regarding appointments and client requirements.● Assist in preparing property brochures, presentations, and marketing materials.● Liaise with developers, property owners, and service providers as required.● Support the team during project launches, exhibitions, and promotional events.Reporting● Prepare daily and weekly reports on office activities, lead follow-ups, and telecalling performance.● Maintain records of appointments, inquiries, and client interactions.● Assist management with operational reporting and administrative tasks.Skills &amp; Qualifications● Bachelor's degree or diploma in Business Administration, Management, or a related field.● 2&ndash;4 years of experience in office administration, customer service, or coordination.● Previous experience in the Dubai real estate industry is preferred.● Excellent verbal and written communication skills in English (additional languages are an advantage).● Strong organizational and multitasking abilities.● Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).● Experience using CRM systems and property management software is an advantage.● Professional telephone etiquette with confidence in making outbound calls.● Strong interpersonal skills and a customer-focused approach.● Ability to work in a fast-paced sales environment with attention to detail.Preferred Qualifications● Experience with Dubai real estate brokerages or property developers.● Familiarity with Property Finder, Bayut, Dubizzle, and other UAE property portals.● Knowledge of Dubai real estate documentation and sales processes.● Experience in telecalling, lead generation, customer support, or appointment setting.● Ability to communicate with international clients and investors.● Basic knowledge of digital marketing and social media platforms is an added advantage.Key Performance Indicators (KPIs)● Accuracy and timeliness of administrative tasks.● Office operational efficiency.● Number of outbound calls made per day.● Lead follow-up response time.● Qualified appointments scheduled for the sales team.● CRM data accuracy and timely updates.● Client satisfaction and responsiveness.● Successful coordination of meetings, events, and office operations.● Support provided to the sales team in achieving business targets.Why Join Us● Opportunity to work with a growing and dynamic Dubai real estate brokerage.● Collaborative and professional work environment.● Career growth opportunities within operations and sales support.● Exposure to Dubai's luxury, off-plan, and secondary property markets.● Performance-based incentives linked to telecalling, lead management, and operational excellence.Pay: AED6,000.00 - AED7,000.00 per monthWork Location: In person

Office Coordinator

Success Factor LLC - FZ

About the RoleWe are looking for a proactive, organized, and dependable Reception &amp; Administrative Coordinator to support the smooth day-to-day operations of our business.As the first point of contact for visitors, employees, candidates, and external stakeholders, you will play a key role in creating a professional workplace experience while ensuring administrative processes are managed efficiently and accurately.This role is ideal for someone who takes ownership, communicates effectively, enjoys solving problems, and can confidently manage multiple priorities in a fast-paced environment.Key ResponsibilitiesOffice &amp; Reception Management<ul><li>Manage front desk operations and welcome visitors, candidates, customers, and suppliers.</li><li>Coordinate visitor access, courier services, and general office administration.</li><li>Maintain a professional, organized, and welcoming office environment.</li></ul>Facilities &amp; Operational Support<ul><li>Oversee office facilities, housekeeping, pantry operations, and workplace maintenance.</li><li>Coordinate with vendors and service providers to ensure uninterrupted office operations.</li><li>Monitor and manage office supplies, inventory, and company assets.</li></ul>Fleet, Telecom &amp; Administrative Coordination<ul><li>Maintain records for company vehicles, registrations, insurance, servicing, and compliance requirements.</li><li>Manage telecom services, SIM allocations, employee contact records, and related documentation.</li><li>Maintain accurate operational records, trackers, and administrative databases.</li></ul>Employee Administration &amp; Recruitment Support<ul><li>Maintain employee records, visa documentation, and personnel files.</li><li>Support recruitment activities, interview scheduling, candidate coordination, and document collection.</li><li>Assist with employee onboarding, offboarding, and internal communication activities.</li></ul>Reporting &amp; Follow-Up<ul><li>Prepare routine reports, trackers, and management updates.</li><li>Ensure documentation is accurate, up-to-date, and readily accessible.</li><li>Proactively follow up on outstanding actions to ensure timely completion.</li></ul>What We're Looking For<ul><li>Strong common sense, sound judgment, and problem-solving ability.</li><li>A high level of ownership, accountability, and reliability.</li><li>Excellent organizational and multitasking skills.</li><li>Strong attention to detail and follow-through.</li><li>Professional communication and interpersonal skills.</li><li>Ability to work independently and manage priorities with minimal supervision.</li><li>A responsive, proactive, and service-oriented mindset.</li><li>Willingness to support urgent business requirements when necessary.</li></ul>Requirements<ul><li>Diploma or Bachelor's Degree in Business Administration or a related field.</li><li>Minimum 2&ndash;3 years of UAE experience in reception, administration, office coordination, or a similar role.</li><li>Strong proficiency in Microsoft Office, including Excel, Word, Outlook, and calendar management.</li><li>Experience maintaining records, reports, trackers, and administrative documentation.</li><li>Excellent verbal and written English communication skills.</li><li>Experience supporting recruitment, onboarding, or HR administration is an advantage.</li><li>Available to join immediately or within a short notice period.</li></ul>What Success Looks Like<ul><li>Tasks are completed accurately and on time with minimal supervision.</li><li>Office operations run efficiently and professionally.</li><li>Records, reports, and trackers are consistently maintained and up to date.</li><li>Employees, visitors, and stakeholders receive responsive and professional support.</li><li>Issues are identified early, communicated clearly, and resolved proactively.</li><li>The individual is trusted as a reliable coordinator who takes ownership and gets things done.</li></ul>Pay: AED3,000.00 - AED3,500.00 per monthWork Location: In person

Receptionist & Administrative Coordinator

VORTIX BUILDING MATERIALS TRADING LLC

We are seeking a motivated and organized Administrative Coordinator to support daily office operations and administrative activities. The ideal candidate must be fluent English Fresh graduates and candidates with little or no experience are encouraged to apply.Qualifications<ul><li>Fluent in English </li><li>Strong communication and organizational skills.</li><li>Basic knowledge of Microsoft Office (Word, Excel, Outlook).</li><li>Ability to multitask and work in a team environment.</li><li>Positive attitude and willingness to learn.</li><li>Freshers/Entry-Level Candidates are welcome to apply</li></ul>Work Location: In person

Office Administrator

Irwin & Dow

<div>The Role
Our client is a privately owned real estate investment company managing a diverse property portfolio across the UAE. Operating within a fast-paced, entrepreneurial environment, they are seeking a proactive and highly organised Executive Assistant &amp; Office Administrator to provide dedicated support to the CEO while ensuring the smooth day-to-day running of the office.
This is a varied role that will suit someone who enjoys taking ownership and thrives in a position where no two days are the same. Alongside managing a busy diary, coordinating meetings, handling correspondence and arranging travel when required, you will oversee general office administration, maintain accurate records, liaise with external suppliers and support the wider business with a range of operational and administrative tasks. The successful candidate will be highly organised, possess excellent attention to detail and demonstrate the ability to manage multiple priorities whilst maintaining complete discretion and confidentiality.
Requirements
We are looking for a professional with between two and five years' experience within an Executive Assistant, Personal Assistant, Office Administrator or Office Coordinator role, ideally gained within a corporate, professional services, consulting, engineering, construction, property or real estate environment. Previous UAE experience is preferred, together with excellent written and spoken English and advanced proficiency across the Microsoft Office suite. Candidates who embrace technology and are confident utilising AI productivity tools, including ChatGPT or Microsoft Copilot, will be viewed favourably.
Equally important is your attitude. You will be a confident communicator with exceptional organisational and follow-up skills, someone who is proactive, resourceful and enjoys working closely with senior leadership. This is an excellent opportunity for an ambitious administrative professional looking to further develop their career within a stable and growing investment business where they can make a genuine contribution.
About the company
Irwin &amp; Dow was established in 2013 to provide clients with a unique and highly personalised recruitment service, providing the very top calibre of candidates across the business support and secretarial function.
We provide a refreshing approach, working in close partnership with clients and candidates across diverse industry sectors; large MNCs, government &amp; semi -government entities, SMEs, local businesses and in the start-up and UHNWI support framework.
Great people equal great success: all our candidates are interviewed personally by a member of the team, and we develop longstanding and in-depth relationships with our clients, understanding their corporate culture and goals to ensure a successful outcome for both parties.
Our values of discretion and diplomacy are paramount, and we are pleased to be a partner of choice for clients and candidates.</div>

Executive Assistant & Office Administrator

The Makers Society

We build things at The Makers Society -- and not just furniture. We are building a craft community in Dubai, where adults and children come to learn woodworking, rent workshop space, and get their hands on quality tools. It is a real workshop, not a co-working space with a saw.We are looking for someone warm, organised, and fluent in English to run the front of house. You will be the first voice members hear and the first face they see. If that sounds like you, read on.About the RoleAs Studio &amp; Admin Coordinator, you are the operational backbone of TMS. You will handle everything that keeps the studio running smoothly -- from answering enquiries and managing course bookings to running the shop and making sure inventory is always accurate. This is not a sit-behind-a-desk role. You will be active, visible, and genuinely helpful to every person who walks through our door.What You'll Do<ul><li>Handle all incoming enquiries via WhatsApp, email, phone, and in-person with warmth and clarity</li><li>Manage course and session bookings through our scheduling system</li><li>Welcome members on arrival, sign them in, and ensure they feel at home in the workshop</li><li>Process shop sales -- both in person and through our Shopify online store</li><li>Monitor product stock levels and raise restock requests to keep shelves accurate and full</li><li>Assist with logistics for upcoming courses and events (materials prep, room setup, printed materials)</li><li>Handle day-to-day administrative tasks: filing, records, supplier follow-ups</li><li>Act as the first point of escalation for any member queries before involving the founder</li></ul>What We're Looking For<ul><li>Excellent spoken and written English -- this is non-negotiable; you will be representing TMS in every interaction</li><li>Currently based in the UAE with a valid UAE residence visa</li><li>Strong organisational skills and attention to detail; you notice when something is out of place</li><li>Comfortable with digital tools: WhatsApp Business, email, spreadsheets, and basic e-commerce</li><li>A genuine warmth with people -- you enjoy being helpful and it shows</li><li>Able to work weekends; Saturday and Sunday are our busiest days</li><li>Reliable, proactive, and calm under the inevitable Friday-afternoon rush</li></ul>Nice to Have<ul><li>Experience in a workshop, gym, studio, salon, or other experiential venue</li><li>Familiarity with Shopify or any point-of-sale or booking system</li><li>Arabic language skills (useful but absolutely not required)</li><li>Interest in making, craft, or woodworking -- even better if you have tried it yourself</li></ul>What We Offer<ul><li>AED 3,000-5,000 per month, based on experience</li><li>Employment visa provided for eligible candidates not already on a transferable visa</li><li>Health insurance as required by UAE law</li><li>Staff access to the workshop and tools outside working hours</li><li>A small, supportive team in a genuinely interesting workplace</li><li>The chance to grow with a brand that is still early in its journey</li></ul>About The Makers SocietyThe Makers Society is a woodworking makerspace, training centre, and hand tool distributor based in Ras Al Khor Industrial, Dubai. We run adult woodworking courses at every level, a Kids Academy for ages 6-14, and B2B education programmes for schools. We also distribute premium hand tool brands including Narex, Kakuri, Kinex, and Luban through our Shopify store. We are hands-on in everything we do.How to ApplySend your CV to support@makingdubai.com with the subject line &quot;Admin Coordinator Application&quot;. Include one short paragraph (3-5 sentences) telling us why you want this specific role -- not a generic cover letter, just your honest reason.We review applications on a rolling basis and will contact shortlisted candidates directly via WhatsApp or email. We aim to respond within 5 working days.No recruitment agencies, please.Pay: AED3,000.00 - AED5,000.00 per monthWork Location: In person

Studio & Admin Coordinator

Tooth Tastic Dental Clinic

Dental Receptionist / Patient CoordinatorCompany: Tooth Tastic Dental Clinic Location: Al Barsha, Dubai, UAE Work Setting: In-Office / On-Site (Clinic-Based) Salary: AED 3,500 &ndash; AED 4,000 (Based on Experience)About the RoleTooth Tastic Dental Clinic is looking for a friendly, professional, and organized Dental Receptionist / Patient Coordinator to join our team in Dubai. The ideal candidate should have excellent communication skills, a patient-focused attitude, and the ability to manage appointments, calls, and patient follow-ups efficiently.Key Responsibilities<ul><li>Answer incoming phone calls professionally and assist patients with their inquiries.</li><li>Respond to WhatsApp messages, social media inquiries, and other communication channels.</li><li>Schedule, confirm, and manage patient appointments.</li><li>Follow up with patients regarding appointments, treatments, and feedback.</li><li>Coordinate daily clinic schedules with doctors and staff.</li><li>Welcome patients and ensure a positive experience from arrival to departure.</li><li>Maintain accurate patient records and update information when required.</li><li>Handle administrative and front desk duties efficiently.</li><li>Support the clinic team in delivering excellent patient care and service.</li></ul>Requirements<ul><li>Excellent spoken and written English (mandatory).</li><li>Arabic language skills are an added advantage.</li><li>Professional appearance and excellent communication skills.</li><li>Friendly, polite, and patient-focused personality.</li><li>Strong customer service and interpersonal skills.</li><li>Good organizational and multitasking abilities.</li><li>Proficiency in Microsoft Office and basic computer skills.</li></ul>Preferred Qualifications<ul><li>Previous experience as a receptionist, patient coordinator, or customer service representative.</li><li>Experience in a dental clinic, medical center, or healthcare facility in the UAE is a strong advantage.</li><li>Familiarity with healthcare appointment scheduling systems is preferred.</li></ul>Job Details<ul><li>Full-time position.</li><li>Work location: Tooth Tastic Dental Clinic, Al Barsha, Dubai.</li><li>On-site role (work from the clinic).</li></ul>Compensation<ul><li>AED 3,500 &ndash; AED 4,000 per month, depending on qualifications and experience.</li></ul>If you are passionate about helping patients and providing exceptional customer service, we would love to hear from you.Pay: AED3,500.00 - AED4,000.00 per monthWork Location: In person

Receptionist / Patient Coordinator

Alqaro Roads Contracting LLC

Job SummaryWe are seeking a highly organized and customer-focused Pet Grooming Coordinator to join our team. The ideal candidate will be responsible for handling customer inquiries, scheduling grooming appointments, coordinating with the team, and ensuring smooth day-to-day operations.Key Responsibilities<ul><li>Answer incoming calls, WhatsApp messages, and customer inquiries professionally.</li><li>Schedule and confirm pet grooming appointments.</li><li>Coordinate daily schedules and routes for mobile groomers.</li><li>Maintain customer records, pet profiles, and appointment history.</li><li>Follow up with customers regarding appointments and service feedback.</li><li>Manage cancellations, rescheduling, and urgent requests.</li><li>Prepare daily and weekly grooming schedules.</li><li>Maintain accurate data and update records in spreadsheets or software.</li><li>Coordinate with groomers to ensure timely service delivery.</li><li>Process payments and issue invoices when required.</li><li>Assist with administrative and operational tasks as needed.</li><li>Provide excellent customer service and build strong relationships with clients.</li></ul>Requirements<ul><li>Previous experience in customer service, receptionist, coordinator, or administrative roles.</li><li>Experience in the pet grooming, veterinary, or related service industry is an advantage.</li><li>Excellent communication skills in English; Arabic is a plus.</li><li>Proficiency in Microsoft Office (Excel, Word, Outlook) and WhatsApp Business.</li><li>Strong organizational and multitasking abilities.</li><li>Ability to work under pressure and manage multiple appointments simultaneously.</li><li>Friendly, professional, and customer-oriented attitude.</li><li>UAE experience is preferred.</li></ul>Benefits<ul><li>Competitive salary package.</li><li>Career growth opportunities.</li><li>Supportive and dynamic work environment.</li></ul>Pay: From AED1.00 per yearWork Location: In person

Coordinator - Pets Grooming

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