Front Office Administrator
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About the Role
Company Overview Headway Group (www.headwayms.com) is a premier, multi-disciplinary technical provider specializing in high-end Construction, Facility Management, Design, and Fit-Out services.
Key Skills for This Role
Full Job Posting
Company Overview
**Headway Group** (www.headwayms.com) is a premier, multi-disciplinary technical provider specializing in high-end Construction, Facility Management, Design, and Fit-Out services.
We operate at the intersection of technical excellence and operational precision, delivering turnkey solutions across the UAE’s residential and commercial sectors.
We are seeking a meticulous, high-energy professional to manage our front-line operations and bridge the gap between technical service delivery and elite customer engagement.
Job Purpose
The **Front Office Coordinator & Tenant Relations Associate** serves as the critical communication hub for Headway’s Facility Management and Property Maintenance divisions.
This role ensures seamless documentation flow, maintains rigorous tenant follow-ups, and manages the initial "Inquiry Module" of our CRM to drive operational efficiency and high client retention.
Core Technical & Operational Responsibilities
- **Customer Engagement & Inquiry Management:** Act as the primary point of contact for clients and tenants, managing the **Inquiry Module** within the CRM to ensure every request is logged and triaged correctly.
- **Tenant Follow-up & SLA Adherence:** Execute strict notification protocols, ensuring 7-day and 3-day reminder thresholds are met for renewals, maintenance visits, or pending documentation.
- **Documentation & Process Integrity:** Manage and archive project/property documents, ensuring that once tasks are completed, they are "step-locked" in the system to maintain data security.
- **Reporting & Data Management:** Utilize **Microsoft Excel, Word, and Google Sheets** to maintain real-time trackers for tenant feedback, maintenance logs, and asset history.
- **Front Desk Operations:** Manage all incoming/outgoing correspondence, visitor logs, and telephone inquiries with a focus on technical clarity and professional communication.
- **Inter-Departmental Coordination:** Facilitate smooth "hand-offs" between the Sales/Inquiry team and the Operations/Technical teams to ensure field technicians are dispatched accurately.
Required Technical Skills & Qualifications
- **Education:** Bachelor’s degree in Business Administration, Communications, or a related field.
- **Technical Proficiency:** Advanced knowledge of **Microsoft Word, Excel (formulas, data entry, VLOOKUPs), and Google Sheets** is mandatory.
- **Communication:** Exceptional verbal and written English communication skills; ability to translate technical maintenance jargon into clear client updates.
- **Experience:** Minimum 3–5 years of experience in a front-office, property management, or facility management coordinator role within the UAE.
- **CRM Knowledge:** Familiarity with integrated CRM workflows (e.g., Zoho, CAFM) and understanding of "read-only" data protection protocols
- Ability to commute/relocate:
- Abu Dhabi: Reliably commute or planning to relocate before starting work (Required)
Application Question(S)
- What is your current salary?
- What is your expected salary?
- What is your current UAE Visa status?
- What is your earliest joining date / notice period?
- How many years of relevant experience do you have within the UAE?
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