Executive Assistant & Operations Coordinator
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Key skills for this role
About the Role
Mignon Design Build seeks a highly organized Executive Assistant & Operations Coordinator to support the owner and manage daily business operations. Responsibilities include research, procurement, coordination, and administration.
Key Skills for This Role
Responsibilities
- Support the owner with daily tasks, priorities, follow ups, and administration
- Research suppliers, subcontractors, materials, tools, fixtures, and services
- Request and compare quotations based on price, quality, specifications, delivery time, and reliability
- Place and track approved orders for jobsites
- Coordinate deliveries, pickups, returns, exchanges, and missing items
- Follow up with site supervisor, staff, suppliers, and subcontractors
- Track project requirements, deadlines, pending approvals, and urgent issues
- Coordinate trade license renewals, visas, insurance, banking documents, and company administration
- Organize contracts, invoices, receipts, employee files, supplier records, and company documents
- Help onboard employees and coordinate required documentation
- Prepare clear summaries and practical recommendations for the owner
- Follow through until tasks are fully completed
Requirements
- Strong common sense and practical judgment
- Excellent organization and follow up
- Ability to work independently without constant supervision
- Strong written and spoken English
- Professional communication
- Confidence dealing with suppliers, subcontractors, employees, and service providers
- Strong attention to detail
- Ability to manage multiple priorities
- Reliable, mature, discreet, honest, and accountable
- Comfortable using Microsoft Office, Google Workspace, spreadsheets, email, WhatsApp, and online portals
- Experience in executive assistance, operations coordination, construction administration, procurement, or related fields preferred
Full Job Posting
About the Role
- Mignon Design Build is looking for a highly organized, intelligent, reliable, and resourceful person to support the owner and help manage daily business operations.
- This is not a basic receptionist or data entry role; the right person must understand instructions quickly, solve problems independently, follow up consistently, and ensure tasks are completed properly and on time.
Main Responsibilities
- Support the owner with daily tasks, priorities, follow ups, and administration.
- Research suppliers, subcontractors, materials, tools, fixtures, and services.
- Request and compare quotations based on price, quality, specifications, delivery time, and reliability.
- Place and track approved orders for jobsites.
- Coordinate deliveries, pickups, returns, exchanges, and missing items.
- Follow up with the site supervisor, staff, suppliers, and subcontractors.
- Track project requirements, deadlines, pending approvals, and urgent issues.
- Coordinate trade license renewals, visas, insurance, banking documents, and company administration.
- Organize contracts, invoices, receipts, employee files, supplier records, and company documents.
- Help onboard employees and coordinate required documentation.
- Prepare clear summaries and practical recommendations for the owner.
- Follow through until tasks are fully completed.
Required Qualities
- Strong common sense and practical judgment.
- Excellent organization and follow up.
- Ability to work independently without constant supervision.
- Strong written and spoken English.
- Professional communication.
- Confidence dealing with suppliers, subcontractors, employees, and service providers.
- Strong attention to detail.
- Ability to manage multiple priorities.
- Reliable, mature, discreet, honest, and accountable.
- Comfortable using Microsoft Office, Google Workspace, spreadsheets, email, WhatsApp, and online portals.
Preferred Experience
- Executive Assistance.
- Operations coordination.
- Construction administration.
- Procurement or purchasing.
- Supplier or subcontractor coordination.
- Project coordination.
- Trade licenses, visas, banking, insurance, or UAE company administration.
- Experience in construction, fit out, interiors, contracting, or real estate is strongly preferred.
Important
- This role requires initiative and ownership.
- Candidates who require detailed instructions for every small task, give up easily, or only report problems without trying to solve them will not be suitable.
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