Admin & Operations Coordinator

1 week ago

Dubai, Dubai, United Arab Emirates ES Professional Engineering Full time

ES Professional Engineering is a specialist engineering consultancy delivering advanced engineering studies across MEP, data centers, infrastructure, and industrial sectors. We are looking for a reliable and organized Admin & Operations Coordinator to support our daily operations and help us run efficiently as we grow.

This role is ideal for someone who is detail-oriented, structured, and enjoys being the backbone of a professional technical team. Canidate to be based in Dubai.
This role is hybrid, offering the flexibility of remote work.

Role & Responsibilities

Client & Commercial Support

  • Reply to customer emails in a professional and timely manner.
  • Prepare and issue quotations based on technical inputs from engineers.
  • Follow up on proposals, purchase orders, and client documentation.
  • Prepare and issue invoices and maintain commercial records.

Project & Documentation Support

  • File and track purchase orders, reports, contracts, and deliverables.
  • Maintain organized digital filing systems for projects and clients.
  • Prepare and submit documentation required by VAT accountants and auditors.
  • Track project status, deliverables, and deadlines.

Coordination & Scheduling

  • Coordinate meetings with clients and internal team members.
  • Manage calendars, meeting invites, and follow-ups.
  • Support onboarding of new projects and internal team members.

General Administration

  • Maintain basic project and financial trackers (Excel or similar).
  • Support management with administrative and coordination tasks as required.

Requirements

  • 2–5 years of experience in administration, coordination, or operations roles.
  • Strong organizational and time-management skills.
  • Very good written and verbal English communication.
  • Comfortable with email, MS Office / Google Workspace, and basic Excel.
  • Experience in an engineering, consultancy, or professional services environment is a strong advantage.
  • Proactive, reliable, and comfortable working with minimal supervision.

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