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operations coordinator

Handy Matters

Operations CoordinatorThe Operations Coordinator is responsible for end-to-end coordination and control of the company&rsquo;s day-to-day operations, ensuring that all projects, teams, and processes run smoothly without CEO involvement in routine operational matters.This role is execution-focused, authority-driven, and outcome-oriented.It is not administrative. It is operational leadership.Key Responsibilities1. Company Operations Control<ul><li>Oversee all ongoing projects (design, fit-out, maintenance if applicable)</li><li>Monitor daily progress against schedules, scope, and manpower plans</li><li>Identify delays, risks, or inefficiencies before they escalate</li><li>Ensure smooth coordination between:</li></ul>Project Managers Site Supervisors Designers &amp; Engineers Procurement &amp; Administration2. Discipline, Structure &amp; Accountability<ul><li>Enforce company SOPs, workflows, and reporting systems</li><li>Ensure:</li></ul>Daily site reports are submitted Weekly progress reports are issued Snag lists and action items are tracked and closed Actively follow up with team members to ensure deadlines are met<ul><li>Escalate only critical issues, always with proposed solutions</li></ul>3. Authority &amp; Decision Execution<ul><li>Assign daily priorities across teams and projects</li><li>Reallocate manpower and resources within approved limits</li><li>Approve routine operational decisions related to scheduling, sequencing, and coordination</li><li>Ensure instructions are implemented correctly and on time</li></ul>(This role does NOT approve contracts, variations, or financial commitments.)4. Internal Communication Hub<ul><li>Serve as the central point of operational communication</li><li>Filter operational noise before it reaches senior management</li><li>Ensure alignment across departments and projects</li><li>Maintain clear, professional, and structured communication at all times</li></ul>5. Reporting &amp; Management Visibility<ul><li>Provide:</li></ul>Daily operational summaries Weekly operations status reports (Green / Amber / Red)<ul><li>Highlight:</li></ul>Project progress Delays and root causes Upcoming risks and mitigation plans<ul><li>Ensure management has full visibility without micromanagement</li></ul>Key Performance Indicators (KPIs)<ul><li>On-time project delivery rate</li><li>Reduction in operational escalations to CEO</li><li>100% submission of daily and weekly reports</li><li>Reduction of repeated operational issues</li><li>Improved coordination between site, office, and procurement</li></ul>Required ProfileExperience &amp; Skills<ul><li>2&ndash;5 years experience in operations, construction, fit-out, or project coordination</li><li>Strong understanding of site operations and workflows</li><li>Excellent follow-up, organization, and prioritization skills</li><li>Confident communicator, able to push teams respectfully but firmly</li><li>Strong reporting and tracking ability (Excel / dashboards / reports)</li><li>Problem-solver with a hands-on mindset</li></ul>Personality &amp; Work Ethic<ul><li>Proactive and accountable</li><li>Calm under pressure</li><li>Detail-oriented but execution-focused</li><li>Comfortable enforcing rules and chasing deadlines</li><li>Loyal to structure, timelines, and company standards</li></ul>Reporting LineReports directly to the CEO / Senior ManagementGrowth PathThis role is designed to evolve into:Operations Manager based on performance, ownership, and leadership capability.Why Join Us<ul><li>High-impact role with real authority</li><li>Direct exposure to leadership and decision-making</li><li>Clear growth path within a fast-growing design &amp; fit-out company</li><li>Opportunity to build and run structured operations</li></ul>Job Type: Full-timeApplication Question(s):<ul><li>Do you hold a Bachelor&rsquo;s degree in Architecture, Civil Engineering, or MEP Engineering?</li><li>How would you rate your technical knowledge of civil, MEP, joinery, and finishing works?</li></ul>Basic / Intermediate / Strong / Expert<ul><li>Have you previously been responsible for managing multiple projects and coordinating between site and office teams?</li></ul>Experience:<ul><li>Interior fit-out or project management: 3 years (Required)</li></ul>Language:<ul><li>Russian/Arabic/European languages (Required)</li></ul>Location:<ul><li>Dubai (Required)</li></ul>Work Location: In person

Operations Coordinator

Fritz&Muller

<div>Location: Dubai 
Salary: AED 5,000 monthly (all inclusive)
From Fritz&amp;Muller, we are currently partnering with a leading company in the Ingredients industry in the search for an Admin &amp; Operations Coordinator to support day-to-day business operations and executive management.
We are looking for a high-energy, hands-on, and highly organized professional who thrives in a fast-paced, multitasking environment. The ideal profile is someone naturally proactive, solution-oriented, and always ready to resolve the day-to-day challenges of the business with agility and ownership.
This position requires a strong operational mindset, excellent coordination skills, and previous experience supporting Director-level agendas, travel, and executive priorities.<h2 class="jobSectionHeader">
Key Responsibilities</h2><ul><li>
Manage end-to-end HR administration processes, including visa management (new visas, renewals, cancellations), contracts, and employee documentation</li><li>
Coordinate medical insurance and employee benefits administration</li><li>
Support payroll inputs, including attendance, leave records, and employee data accuracy</li><li>
Oversee the daily management of Zoho CRM, Zoho Books, and Zoho Projects, ensuring data integrity, workflow discipline, and correct internal usage</li><li>
Track KPIs, active projects, meetings, and deadlines, providing regular reporting and operational insights</li><li>
Support billing processes, including expense tracking, supplier invoice entries, and finance coordination within Zoho</li><li>
Act as the main internal point of contact for Zoho-related processes, troubleshooting, and process improvements</li><li>
Manage office operations, including supplies, vendors, maintenance, and cost control</li><li>
Ensure a well-structured, efficient, and fully functional office environment</li><li>
Coordinate complex travel arrangements for Directors, including flights, hotels, transportation, and itinerary management</li><li>
Manage and maintain Director-level agendas, meetings, calendar alignment, and stakeholder coordination</li><li>
Provide executive and personal assistance to Directors, including documentation, communications, and follow-up on key action points</li><li>
Proactively solve day-to-day operational issues, anticipating risks and ensuring smooth business continuity</li></ul><h2 class="jobSectionHeader">
Requirements</h2><ul><li>
Bachelor&rsquo;s Degree in Business Administration or a related field</li><li>
1&ndash;3 years of experience in administration, operations, executive support, or office coordination roles</li><li>
Mandatory hands-on experience with Zoho CRM / Zoho Books / Zoho Projects (non-negotiable)</li><li>
Proven experience in visa processing and HR documentation management</li><li>
Previous experience managing Director-level calendars, agendas, travel, and executive support</li><li>
Strong multitasking capabilities with the ability to handle multiple urgent priorities simultaneously</li><li>
Highly proactive, energetic, and comfortable working in a dynamic environment</li><li>
Strong problem-solving mindset with a natural predisposition to resolve operational issues quickly</li><li>
Excellent organizational skills and strong attention to detail</li><li>
Ability to manage confidential information with discretion and professionalism</li><li>
Advanced proficiency in MS Office (Excel, Word, PowerPoint)</li></ul><h2 class="jobSectionHeader">
What&rsquo;s in it for you</h2><ul><li>
Opportunity to join a dynamic and fast-growing international company</li><li>
Direct exposure to senior leadership and cross-functional business operations</li><li>
Career development path within Administration, HR, Operations, and Executive Support</li><li>
Fast-paced, collaborative, and high-ownership work environment</li><li>
Competitive compensation package</li></ul></div>

Admin & Operations Coordinator

Sky Steel Systems L.L.C

Job Summary:The Projects &amp; Operations Coordinator &ndash; BMU Field is responsible for supporting the planning, execution, and coordination of Building Maintenance Unit (BMU) installation, testing, maintenance, and inspection activities. The role ensures smooth field operations, compliance with safety standards, and timely completion of projects.Key Responsibilities:1. Project Coordination<ul><li>Assist in planning and scheduling BMU installation and maintenance activities.</li><li>Coordinate with site teams, subcontractors, and suppliers for project execution.</li><li>Monitor project progress and report status to management.</li><li>Ensure projects are completed within deadlines and budget.</li></ul>2. Field Operations Support<ul><li>Coordinate daily site activities related to BMU systems.</li><li>Ensure proper allocation of manpower, tools, and equipment.</li><li>Support site engineers and technicians during installation and maintenance works.</li><li>Conduct regular site visits to monitor work quality and progress.</li></ul>3. Documentation &amp; Reporting<ul><li>Maintain project documentation including reports, checklists, permits, and approvals.</li><li>Prepare daily, weekly, and monthly progress reports.</li><li>Track work orders, service reports, and maintenance records.</li><li>Ensure all documentation complies with company and client requirements.</li></ul>4. Safety &amp; Compliance<ul><li>Ensure all BMU operations comply with UAE safety regulations and company policies.</li><li>Coordinate with HSE team to implement safety procedures on-site.</li><li>Monitor adherence to safety standards during installation and maintenance.</li><li>Assist in risk assessments and method statements (RAMS).</li></ul>5. Client &amp; Stakeholder Coordination<ul><li>Act as a point of contact between clients, consultants, and internal teams.</li><li>Attend site meetings and provide updates on project progress.</li><li>Address client queries and ensure customer satisfaction.</li></ul>6. Procurement &amp; Logistics<ul><li>Coordinate material requests and deliveries for BMU projects.</li><li>Track inventory and ensure availability of required components.</li><li>Liaise with procurement team for timely sourcing of materials and spare parts.</li></ul>7. Maintenance &amp; Service Coordination<ul><li>Schedule preventive and corrective maintenance for BMU systems.</li><li>Coordinate inspection and testing activities.</li><li>Ensure timely closure of service requests and breakdown issues.</li></ul>Qualifications &amp; Requirements:<ul><li>Diploma / Bachelor&rsquo;s Degree in Mechanical Engineering or related field.</li><li>2&ndash;5 years of experience in BMU, fa&ccedil;ade access systems, or construction field operations.</li><li>Knowledge of BMU systems, gondolas, and fa&ccedil;ade maintenance equipment.</li><li>Familiarity with UAE safety regulations and site practices.</li><li>Strong coordination and communication skills.</li><li>Proficiency in MS Office (Excel, Word, Outlook).</li><li>Ability to work under pressure and manage multiple tasks.</li></ul>Preferred Skills:<ul><li>Experience with project management tools/software.</li><li>Knowledge of AutoCAD or technical drawings.</li><li>Problem-solving and organizational skills.</li></ul>Job Type: Full-timePay: From AED3,500.00 per monthWork Location: In person

Projects & Operations Coordinator

Hello Cleaner

We are looking for an experienced and highly organized Deep Cleaning Coordinator to manage and oversee our daily deep cleaning operations.Key Responsibilities:<ul><li>Plan, schedule, and coordinate daily deep cleaning bookings</li><li>Assign teams (Team Leaders &amp; Cleaners) based on job requirements</li><li>Ensure all teams are deployed on time and jobs run smoothly</li><li>Handle last-minute changes, staff absences, and replacements</li><li>Coordinate with drivers for transportation and route planning</li><li>Communicate with customers for confirmations and updates</li><li>Monitor job progress and ensure service quality standards</li><li>Handle complaints and resolve operational issues efficiently</li><li>Maintain and manage data using Zoho CRM and internal systems</li></ul>Requirements:<ul><li>Minimum 2 years experience in a cleaning company (mandatory)</li><li>Strong experience in deep cleaning operations</li><li>Must have hands-on experience using Zoho CRM (mandatory)</li><li>Excellent English communication skills</li><li>Strong customer service and problem-solving skills</li><li>Good knowledge of Dubai locations and routing</li><li>Ability to handle teams, drivers, and field staff</li><li>Able to work under pressure and manage multiple bookings daily</li></ul>Job Type: Full-timePay: AED3,000.00 per monthApplication Question(s):<ul><li>Do you have experience in ZOHO CRM ?</li></ul>Experience:<ul><li>Cleaning company: 2 years (Required)</li></ul>Work Location: In person

Operations Coordinator (Female Admin)

Solanki Real Estate Development LLC

Operations &amp; Admin Coordinator &ndash; Property ManagementWe are looking for a disciplined and detail-oriented professional to join our Property Management and Real Estate Development teams in a full-time, office-based coordination role. This is a structured execution role. You will not be making decisions. You will be ensuring that communications, documents, invoices, quotations, and action items are organised, tracked, and followed up without gaps. If you thrive on structure, take pride in clean records, and follow through consistently, this role is for you.You will sit at the front desk and serve as the first point of contact for the office, greeting visitors, handling walk-in tenants professionally, and answering and directing incoming calls to the right team member.You will manage the central inbox for the property management and development teams, categorise and forward emails to the relevant department, and maintain a live follow-up tracker to ensure no request goes unanswered. You will attend internal, consultant, and contractor meetings in person, prepare and circulate clear meeting minutes capturing decisions, responsibilities and deadlines, and follow up with responsible parties until every action item is closed.On the accounts side, you will raise rent and service charge invoices as instructed, send them to tenants, follow up on outstanding payments, maintain an arrears tracker, and upload payment slips and supporting documents into the system. When vendors are needed, you will collect a minimum of three quotations, prepare a comparison sheet in Excel, and follow up with vendors on anything missing or pending.You will also be responsible for document control across both teams, maintaining organised records for leases, contracts, consultant agreements, and drawing revisions, with everything properly named, dated, and filed. For development projects, you will maintain a submission log, track authority approval statuses, and follow up with consultants on delays.We are looking for someone with strong written and spoken English, solid Excel skills, a professional phone manner, and the kind of disciplined follow-through that means nothing falls through the cracks. Prior experience is not mandatory, but your CV and communication must reflect structure and attention to detail. This role reports directly to the Director and works closely with the Leasing Manager, Operations Controller, and Accounts team.Job Types: Full-time, PermanentPay: AED3,000.00 - AED5,000.00 per monthAbility to commute/relocate:<ul><li>Dubai: Reliably commute or planning to relocate before starting work (Required)</li></ul>Application Question(s):<ul><li>This role requires daily use of Microsoft Excel for trackers and comparison sheets. How would you describe your Excel skill level, and what types of spreadsheets have you worked with?</li><li>Without using AI tools, write a short email (maximum 8 sentences) from yourself to a tenant named Mr. Ahmed. Inform him that his rent invoice for the amount of AED 15,000 has been attached, that payment is due within 7 days, and that he should contact the accounts team at accounts@company.com if he has any questions. Do not use bullet points. Write it as a natural, professional email.</li></ul>Education:<ul><li>Bachelor's (Preferred)</li></ul>Experience:<ul><li>administrative or coordination: 1 year (Preferred)</li></ul>Language:<ul><li>English (Required)</li></ul>Location:<ul><li>Dubai (Preferred)</li></ul>Work Location: In person

Operations & Admin Coordinator

Metelegance

Job Title:Accountant &amp; Operations ExecutiveCompany: Metelegance General Trading L.L.C / Rafplay Location: UAE Job Type: Full-TimeAbout the RoleWe are looking for a highly detail-oriented Accountant &amp; Operations Executive to manage daily financial activities while ensuring smooth and error-free operational flow across invoicing, inventory, and payment tracking.This is a critical role that requires accuracy, accountability, and a strong sense of ownership across both accounts and backend operations.Key ResponsibilitiesAccounts &amp; Finance<ul><li>Handle daily invoicing ensuring all invoices are generated accurately and on time</li><li>Maintain accounts using Tally (mandatory)</li><li>Prepare and present accurate monthly financial statements and reports</li><li>Monitor accounts receivable &amp; payable</li><li>Track incoming payments from platforms such as , , payment links, bank transfers, and POS systems</li><li>Ensure no payment is missed, delayed, or unrecorded</li><li>Maintain proper records of cash inflow and outflow</li><li>Follow up on pending and overdue payments</li></ul>Reconciliation &amp; Accuracy Control<ul><li>Perform weekly and monthly reconciliations of:</li><li>Bank statements</li><li>Payment gateways (Tabby, Telr, payment links)</li><li>POS and cash collections</li><li>Identify and report any discrepancies immediately</li><li>Ensure 100% accuracy in financial records with zero tolerance for repeated errors</li></ul>Operations &amp; Documentation<ul><li>Ensure all delivery notes and invoices are properly issued, tracked, and signed</li><li>Maintain accurate documentation and filing systems (physical &amp; digital)</li><li>Ensure real-time updates (no backlog of entries)</li><li>Coordinate with warehouse/logistics for smooth order processing</li></ul>Inventory &amp; Procurement Control<ul><li>Maintain and update stock records in real-time</li><li>Ensure accurate stock tracking between system and warehouse</li><li>Prevent duplicate purchasing by verifying stock before placing orders</li><li>Verify purchase requests based on existing inventory levels</li><li>Maintain minimum stock and reorder levels</li></ul>Daily &amp; Weekly Reporting<ul><li>Maintain a daily closing report, including:</li><li>Total invoicing</li><li>Payments received (by channel)</li><li>Pending collections</li><li>Stock movement summary</li><li>Provide weekly reports to management, covering:</li><li>Sales vs collections</li><li>Outstanding payments</li><li>Stock status</li><li>Operational gaps/issues</li></ul>Process Control &amp; Ownership<ul><li>Ensure zero missed invoices, delivery notes, or financial entries</li><li>Cross-check all transactions for accuracy</li><li>Identify gaps and suggest improvements in systems and workflows</li><li>Take full ownership of accounts and operations without constant follow-up</li></ul>Requirements<ul><li>Proven experience in accounting + operations (e-commerce/retail preferred)</li><li>Strong working knowledge of Tally (mandatory)</li><li>Ability to prepare accurate monthly financial statements</li><li>Strong knowledge of invoicing, stock management, and payment tracking systems</li><li>Experience handling multi-channel payments (Tabby, Telr, payment links, POS)</li><li>Proficient in Excel and accounting systems</li><li>Highly organized with strong attention to detail</li><li>Ability to multitask and meet deadlines efficiently</li></ul>Preferred Candidate<ul><li>Experience in UAE market</li><li>Background in retail / e-commerce / trading companies</li><li>Strong coordination skills with warehouse and sales teams</li></ul>What We Offer<ul><li>Growth opportunity in a fast-growing e-commerce &amp; EV business</li><li>Dynamic and supportive work environment</li><li>Opportunity to work across finance + operations (multi-skill role)</li></ul>How to ApplyApply via Indeed or send your CV to: [your email]Important NoteCandidates must be extremely detail-oriented. Any history of missed entries, inaccurate reporting, or poor tracking will not be suitable for this role.This role is critical to the company&rsquo;s daily operations. We are looking for someone who treats this responsibility as their own business.Job Type: Full-timePay: AED2,500.00 - AED3,500.00 per monthWork Location: In person

Accounts & Operations Coordinator (E-commerce & Retail)

Bab AlSharq Foodstuff Trading LLC

[Job Description]A food trading company based in Dubai is looking for a qualified candidate to handle both administrative support and online store operations.We are currently preparing to build and operate our own online store using Shopify, and we are seeking someone who can support general office administration while also assisting with SNS management and having a basic understanding of online marketing and advertising.[Position]Administrative Assistant &amp; Online Store Operations Coordinator[Key Responsibilities]- General administrative and office support duties- Document organization and data management- Support for client and business-related administrative tasks- Assist with building and operating the Shopify-based online store- Product listing and product detail page management- Order processing and overall store operations management- Monitor and manage Instagram posts- Assist with basic online advertising tasks and campaign support- Support SNS and online marketing-related tasks[Qualifications]- Ability to handle basic administrative and office work- Interest in online store operations and e-commerce- Ability to manage SNS platforms such as Instagram- Basic understanding of online advertising and marketing- Responsible, detail-oriented, and organized[Preferred Qualifications]- Experience in operating and managing an online store- Experience using Shopify- Experience in the same or related industry, such as food, trading, or distribution- Experience in SNS management and online advertising[Location]Dubai[How to Apply]Please submit your CV.If you have relevant work experience or online store/SNS operation experience, please include it in your application.Salary &amp; Benefits (Typical UAE Package)<ul><li>Salary: AED 2,500 &ndash; AED 4,000 (depending on experience)</li><li>Visa + Medical Insurance provided</li><li>Annual Leave as per UAE Labour Law</li><li>Air ticket allowance (depending on company policy)</li></ul>Work Environment<ul><li>Office-based role within a foodstuff trading company, warehouse, or distribution center</li><li>May require coordination with warehouse/cold storage facilities</li></ul>Job Type: Full-timeWork Location: In person

Administrative Assistant & E-commerce Store Operations Coordinator (Shopify) – Dubai Food Trading Co

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