Operation Coordinator

Position Overview

We are looking for a highly organised, proactive, and detail-focused Operation Coordinator to support the daily operational functions across our UAE locations. This role involves managing office and site logistics, facilitating procurement and inventory processes, coordinating with internal departments and external vendors, and ensuring seamless administrative and operational workflows to help deliver projects punctually and within budget.

Key Duties

• Oversee daily operational tasks across offices, workshops, and job sites, fostering effective communication between project teams, field personnel, and management.
• Track project progress and keep project managers and stakeholders regularly informed.
• Assist in scheduling site activities, managing deliveries, and controlling contractor site access to maintain project timelines.
• Prepare and circulate operational briefs, meeting minutes, and action item trackers.
• Initiate purchase requests and collaborate with suppliers to gather quotations, lead times, and delivery details.
• Manage consumables and spare parts inventory, conduct routine stock audits, and coordinate with warehouse teams to maintain optimum inventory levels.
• Monitor deliveries, inspect items upon receipt, and handle returns or replacements as needed.
• Support procurement workflows, supplier onboarding, and maintain supplier databases.
• Organize transportation, secure site access permits, and manage logistics for materials, equipment, and personnel.
• Coordinate with third-party service providers and subcontractors to verify schedules, scope, and adherence to safety and site regulations.
• Maintain vendor contact information and assist in tracking vendor performance and resolving related issues.
• Keep accurate records of operational activities, including purchase orders, delivery notes, and service documentation.
• Generate regular operational reports and dashboards for management, highlighting risks, delays, and resource limitations.
• Assist with invoice verification, liaise with the finance department on payment matters, and ensure timely documentation submission.
• Ensure all operations comply with company policies, quality standards, and health and safety protocols.
• Serve as a contact point for internal teams and clients regarding operational questions and updates.
• Facilitate coordination of site visits, client meetings, and technical handovers.
• Escalate operational issues swiftly and track resolution with pertinent teams.

Qualifications & Experience

• Diploma or bachelor’s degree in Business Administration, Logistics, Supply Chain, Engineering, or related fields.
• Valid UAE driving license is preferred.
• Proficiency in Microsoft Office applications (Excel, Outlook) and familiarity with CRM or ERP systems; experience with inventory or order management software is advantageous.
• Strong understanding of operational procedures, procurement processes, and basic inventory management.
• Between 1 to 3 years of experience in operations, logistics, procurement, or coordination roles, ideally in construction, facilities management, maintenance, or industrial sectors.
• Experience collaborating with suppliers, subcontractors, and cross-functional teams in dynamic work environments.
• Previous exposure to UAE workplace practices and logistics operations is beneficial.

Skills & Behavioral Competencies

• Excellent organisational skills with the ability to manage multiple priorities effectively.
• High attention to detail and accuracy in documentation and data management.
• Competent in using Excel for reporting, tracking, and data analysis.
• Strong verbal and written communication skills with professionalism when interacting with clients, suppliers, and colleagues.
• Proactive problem-solving abilities with the aptitude to escalate issues timely and ensure resolution.
• A collaborative team member committed to process improvement.
• Customer-oriented mindset dedicated to delivering outstanding operational support.

Performance Metrics

• Accuracy and timeliness in order processing and delivery coordination.
• Maintaining high inventory accuracy and minimizing stock-outs.
• Responsiveness to operational inquiries and effectiveness in issue resolution.
• Adherence to documentation standards and health and safety requirements.

Application Information

Candidates interested in applying should submit their CV along with a concise cover letter outlining their relevant experience and availability. Applications are open to all qualified individuals.