Executive Assistant to GM / Operations Coordinator

Location:** Al Quoz 1, Dubai, UAE

Employment Type:** Full-Time

About Us

Key Responsibilities Executive Support

• Assist the GM with daily operational activities.
• Manage the GM's calendar, appointments, meetings, and reminders.
• Prepare meeting agendas and record meeting minutes.
• Follow up on pending tasks until completion.
• Prioritize daily work and coordinate activities.

Project Coordination

• Monitor ongoing projects across the UAE.
• Collect daily progress reports from engineers and site supervisors.
• Update project trackers and dashboards.
• Follow up on project deadlines.
• Ensure customer commitments are met.
• Coordinate with procurement and technical teams.

Customer Communication

• Update customers regarding project progress.
• Respond professionally to emails, WhatsApp messages, and phone calls.
• Schedule customer meetings.
• Coordinate maintenance visits.
• Handle customer complaints professionally.

Documentation & Administration

• Maintain project documentation.
• Organize quotations, LPOs, invoices, contracts, warranties, and reports.
• Prepare professional letters and correspondence.
• Ensure all documents are filed correctly.
• Maintain digital records and cloud storage.

Operations Support

• Coordinate with technicians regarding daily schedules.
• Track attendance and leave records.
• Monitor material requests.
• Follow up on purchase requests.
• Assist in inventory documentation.
• Support HR and recruitment activities.

Business Reporting

• Prepare daily reports for the GM including:
• Daily project status
• Pending customer issues
• Staff attendance
• Sales follow-ups
• Outstanding quotations
• Procurement status
• Material shortages
• Cash collection follow-ups
• Tasks completed
• Pending action items

Ai & Technology Support

Required Skills

• Excellent English communication skills.
• Arabic is an advantage.
• Minimum 2 years of experience as an Executive Assistant, Office Administrator, Project Coordinator, or Operations Assistant.
• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Excellent computer and typing skills.
• Strong organizational skills.
• Excellent time management.
• Ability to manage multiple tasks simultaneously.
• High attention to detail.
• Professional communication skills.
• Positive attitude and willingness to learn.
• Ability to work independently with minimal supervision.

Personal Qualities

• We are looking for someone who is:
• Honest and trustworthy
• Highly organized
• Self-motivated
• Fast learner
• Proactive
• Professional
• Reliable
• Customer-focused
• Detail-oriented
• Able to maintain confidentiality

Key Performance Indicators (Kpis)

• The successful candidate will be evaluated on:
• Customer response time
• Project follow-up completion
• Accuracy of reports
• Document organization
• Task completion rate
• Meeting deadlines
• Customer satisfaction
• CEO task completion
• Team coordination efficiency
• Administrative accuracy
• Pay: AED2,500.00 - AED3,000.00 per month