Outsourcing Staff Permit Coordinator

Overview

Job Title:- Outsourcing Staff Permit Coordinator

Location:- Dubai

• Maintain document control and data processing tasks to support the permits department's enforcement activities.
• Manage the Freshdesk ticketing system and permits email account, ensuring efficient document flow and easy accessibility of records.
• Monitor departmental tasks to enhance service performance, tracking completion timelines and coordinating processes as per the coded process.
• Oversee and organize enforcement-related databases and files to provide timely and accurate information to relevant staff and stakeholders.
• Maintain current records of approved documents, ensuring up-to-date data for business decision-making.
• Track and update permits revenue tracker and manage SAP.
• Manage centralized data trackers (SharePoint/OneDrive) for all permits enforcement activities (Inspections, Permits, NOC, PQ, violations etc), reporting data inconsistencies to the appropriate personnel for rectification.
• Foster effective relationships and communication with clients, and external stakeholders.
• Address or redirect client inquiries, requests, and complaints, ensuring effective resolution and follow-up.
• Facilitate client-related meetings by preparing agendas, recording minutes, and ensuring timely distribution of materials.
• Promptly address customer requests by liaising with Permits Officers; escalate unresolved issues to the line manager.
• Serve as the liaison between Permits personnel and external stakeholders for matters communicated via Permits department emails.
• Categorize emails received by the Permits Department based on transaction types, including incident notifications and reports.
• Prepare performance dashboards and reports for updating the Permits Management.
• Safeguard the confidentiality and professionalism of all handled documents and information, keeping stakeholders updated as needed.

Educational Qualifications

• Bachelor's degree in science/ engineering
• Years of Experience
• Minimum of 3 years experience in Project Management/Engineering field
• Other requirements
• Fluent in English and knowledge of Arabic is an added advantage
• Excellent interpersonal, communication (both written and spoken), and customer service skills.
• Strong data entry skills are required.
• Ability to work both in a team environment as well as independently.
• Highly organized and process oriented.
• Detail-oriented, self-audited, dependable, highly motivated, and trustworthy.
• Good ability to prioritize, manage time well, and able to multitask.
• Ability to work in a fast-paced and deadline-driven environment.
• Possess sound work ethics, cultural awareness, and sensitivity.
• Ability to maintain a high level of confidentiality.
• Excellent organizational and analytical skills are required to prioritize workload daily.
• Excellent knowledge of the Microsoft Office Suite (Excel, Outlook, PowerPoint, Word, etc.) and selected job-specific software.