Operations & Administrative Coordinator

Job Overview

Maxguard® is seeking a responsible and highly organized Operations & Administrative Coordinator to join the team on a full-time basis in Dubai, UAE. The role involves managing day-to-day operations spanning branch-based services and mobile or home service teams.

Key Responsibilities

• Oversee and coordinate daily operations across multiple branches as well as mobile and home service units.
• Create and manage staff rosters, monitor attendance, handle overtime and leaves, and allocate manpower effectively.
• Maintain communication and follow-ups with technicians, drivers, suppliers, clients, and accounting departments.
• Manage and update job cards, service records including completed and pending jobs, alongside daily operational data.
• Organize company documentation such as files, invoices, receipts, contracts, and maintain official records digitally and physically.
• Track the inventory of tools, materials, consumables, and monitor stock movements regularly.
• Facilitate supplier interactions including quotations, purchase follow-ups, deliveries, and shipment information.
• Assist accounts department by preparing purchase orders, delivery notes, petty cash documentation, payroll support, and other relevant paperwork.
• Monitor renewal deadlines for critical documents such as visas, Emirates IDs, vehicle registrations, insurance policies, and permits.
• Maintain basic fleet-related records encompassing servicing logs, Salik charges, fuel consumption, access cards, and necessary vehicle documentation.
• Compile and present daily, weekly, and monthly operational reports to the management team.

Candidate Requirements

• A minimum of two years’ experience in operations, administration, logistics, automotive services, fleet or workshop coordination, facilities management, or related fields.
• Possession of a valid UAE driving license is mandatory.
• Proficient written and verbal communication skills in English.
• Competent user of Google Drive, Google Sheets, Gmail, Microsoft Excel, and Word.
• Familiarity with Zoho software is advantageous.
• Prior experience in automotive detailing, workshop management, fleet coordination, logistics, or overseeing multi-site operations is preferred.

Additional Information

The ideal applicant needs to be structured, detail-focused, dependable, and capable of handling multiple follow-ups, documentation, coordination of staff and suppliers, along with daily operational tasks with minimal oversight.

Location: Dubai, United Arab Emirates

Job Type: Full-time

Salary: Negotiable and based on experience