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Operations & Administrative Coordinator
Maxguard®
Dubai, UAE
Full Time
Mid
Onsite
Yesterday
Staff CoordinationSchedulingInventory ManagementGoogle DriveGoogle SheetsMicrosoft Excel
Free
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Staff CoordinationSchedulingInventory Management
About the Role
Maxguard is hiring an Operations & Administrative Coordinator for a full-time role in Dubai. The role involves coordinating daily operations across branches and mobile/home service teams, staff scheduling, inventory tracking, and management reporting.
Key Skills for This Role
Staff CoordinationSchedulingInventory ManagementGoogle DriveGoogle SheetsMicrosoft Excel
Responsibilities
- Coordinate daily operations across branches and mobile/home service teams
- Prepare staff schedules and track attendance, overtime, leave, and manpower allocation
- Follow up with technicians, drivers, suppliers, clients, and accounts
- Maintain job cards, service records, completed jobs, pending jobs, and daily operational updates
- Manage company files, Google Drive folders, invoices, receipts, contracts, and official records
- Track inventory, tools, materials, consumables, and stock movement
- Coordinate supplier quotations, purchase follow ups, deliveries, and shipment updates
- Support accounts with purchase orders, delivery notes, petty cash records, payroll support documents, and other required paperwork
- Track renewals for visas, Emirates IDs, vehicle registrations, insurance, permits, and other important company documents
- Maintain basic fleet records, including servicing, Salik, fuel usage, access cards, and vehicle documents
- Prepare daily, weekly, and monthly reports for management
Requirements
- Minimum 2 years of relevant experience in operations, administration, logistics, automotive services, fleet, workshop coordination, facilities management, or similar role
- Valid UAE driving license
- Strong written and verbal communication skills in English
- Good working knowledge of Google Drive, Google Sheets, Gmail, Microsoft Excel, and Word
- Experience with Zoho systems is an advantage
- Automotive, detailing, workshop, fleet, logistics, or multi site operations experience is preferred
Full Job Posting
Role Overview
- We are hiring an Operations & Administrative Coordinator for a full time role.
- The position requires a highly organized and responsible individual who can support daily operations across branch based services and mobile/home service teams.
- The role involves staff coordination, scheduling, documentation, inventory tracking, supplier follow ups, compliance tracking, and management reporting.
Key Responsibilities
- Coordinate daily operations across branches and mobile/home service teams
- Prepare staff schedules and track attendance, overtime, leave, and manpower allocation
- Follow up with technicians, drivers, suppliers, clients, and accounts
- Maintain job cards, service records, completed jobs, pending jobs, and daily operational updates
- Manage company files, Google Drive folders, invoices, receipts, contracts, and official records
- Track inventory, tools, materials, consumables, and stock movement
- Coordinate supplier quotations, purchase follow ups, deliveries, and shipment updates
- Support accounts with purchase orders, delivery notes, petty cash records, payroll support documents, and other required paperwork
- Track renewals for visas, Emirates IDs, vehicle registrations, insurance, permits, and other important company documents
- Maintain basic fleet records, including servicing, Salik, fuel usage, access cards, and vehicle documents
- Prepare daily, weekly, and monthly reports for management
Requirements
- Minimum 2 years of relevant experience in operations, administration, logistics, automotive services, fleet, workshop coordination, facilities management, or a similar role
- Valid UAE driving license is required
- Strong written and verbal communication skills in English
- Good working knowledge of Google Drive, Google Sheets, Gmail, Microsoft Excel, and Word
- Experience with Zoho systems is an advantage
- Automotive, detailing, workshop, fleet, logistics, or multi site operations experience is preferred
Additional Information
- The ideal candidate should be structured, detail oriented, reliable, and able to manage follow ups, records, staff coordination, suppliers, and daily operational requirements with minimal supervision.
- Location: Dubai, UAE
- Employment Type: Full time
- Salary: To be discussed based on experience
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