Admin Coordinator and Customer Service Representative

About the Role

A growing multi-division technical services company based in Dubai is looking for a sharp, organised, and people-oriented Admin Coordinator to be the central point of contact for clients and the operational link between the office and the field team.

This role is equal parts customer service and operations coordination. You will be the first voice clients hear, the person who keeps jobs moving, and the one who makes sure nothing falls through the gap between a client request and a completed job. If you are someone who thrives in a fast environment, handles people well, and takes ownership without being told twice, this role suits you.

Key Responsibilities

Client Communication

• Handle all incoming enquiries by phone, WhatsApp, and email promptly and professionally
• Understand the client's request clearly, ask the right questions, and gather all information needed before passing to the field team
• Provide clients with clear updates on job status, timelines, and any changes
• Follow up on pending quotations and convert enquiries into booked jobs
• Manage client expectations throughout the job and escalate issues to management when needed
• Build and maintain strong relationships with existing clients to encourage repeat business and referrals

Operations Coordination

• Schedule field technicians and engineers based on job type, location, urgency, and availability
• Create and manage job records and work orders in the company system
• Track active jobs and confirm completion with the field team before closing
• Coordinate site visit bookings with clients and confirm all details with the technician in advance
• Ensure every technician has the correct job brief, client contact, and access details before attending site

Administration and Documentation

• Prepare basic quotations and service proposals from standard templates
• Follow up on issued quotations and record client decisions
• Maintain organised records of all job files, client correspondence, LPOs, and agreements
• Support the accounts team with invoice coordination and payment follow-up communication
• Keep the company job management platform accurate and up to date at all times
• Manage the company inbox and ensure all messages are responded to or directed without delay

After Hours Support

• Remain reasonably available on the company WhatsApp after standard working hours to handle urgent client matters and coordinate with field staff where necessary
• Acknowledge urgent messages promptly, provide brief guidance to clients, and escalate where a decision is beyond your authority

Requirements

• Minimum 2 years UAE experience in an admin, coordination, or customer service role within technical services, maintenance, construction, fit-out, or a related field
• Basic working knowledge of maintenance or technical services sufficient to have an intelligent conversation with a client about their request
• Excellent spoken and written English; Arabic is a strong advantage
• Proficient in Microsoft Office including Outlook, Word, and Excel
• Experience with a job management or CRM platform
• Highly organised with the ability to manage multiple open jobs simultaneously without losing track
• Calm under pressure, responsive, and able to handle a busy operational environment
• Must be currently based in the UAE

Preferred

• Experience in a customer-facing coordination role within a contracting or field services company
• Familiarity with UAE building and maintenance terminology
• UAE driving license
• Experience using WhatsApp Business for client communication

Compensation and Benefits

• Competitive salary based on experience
• Visa sponsorship provided
• Annual leave as per UAE Labour Law
• Stable role within a growing company with strong career development potential

Pay: AED2,800.00 - AED4,800.00 per month

Application Question(s):

• Have you worked in a technical services, maintenance, fit-out, or contracting company? If yes, describe the type of work the company did and your role within it.
• What is your expected salary and visa situation
• Are you comfortable being available on WhatsApp after working hours for urgent client or operational matters? This is a condition of the role.
• When can you join?

Work Location: In person