Overview
Business Operations Coodinator Jobs in Abu Dhabi at Mattermind Decor & General Maintenance LLC
We are seeking a highly organized and proactive Operations Coordinator to support the successful execution of fit-out, maintenance, and construction-related projects. The role involves project coordination, procurement management, document control, authority approvals processing, vendor coordination, and administrative support to ensure projects are completed on time and within budget.
Key Responsibilities
Project Coordination
- Coordinate with clients, consultants, contractors, suppliers, and internal teams regarding project requirements and schedules.
- Monitor project progress and follow up on pending actions to ensure timely completion.
- Schedule material deliveries, and workforce mobilization.
- Assist project managers in tracking project milestones, deadlines, and deliverables.
- Prepare and maintain project status reports and progress updates.
Procurement & Vendor Management
- Source materials, equipment, and subcontractors as per project requirements.
- Request, evaluate, and compare quotations from suppliers and subcontractors.
- Request purchase orders and coordinate material procurement activities.
- Monitor delivery schedules and ensure timely supply of materials to project sites.
- Maintain supplier databases and procurement records.
- Negotiate pricing and delivery terms when required.
Documentation & Administrative Support
- Organize, and maintain project files, contracts, quotations, purchase orders, invoices, and related documents.
- Ensure all project documentation is properly filed and readily accessible.
- Track incoming and outgoing correspondence.
- Prepare transmittals, submission logs, and document registers.
- Coordinate with accounts regarding payment requests, invoices, and supplier follow-ups.
Authority Approvals & Permit Processing
- Process permits and approvals with relevant authorities and property management entities.
- Coordinate submissions for Civil Defense, Municipality, ADNOC, Mall Management, and other regulatory approvals as required.
- Follow up on permit applications and approval statuses.
- Ensure all required documents, certificates, and compliance records are submitted accurately and on time.
- Maintain records of permits, licenses, and authority approvals.
Stakeholder Coordination
- Liaise with clients, consultants, landlords, and government authorities.
- Coordinate with site engineers and supervisors regarding project requirements and documentation.
- Attend meetings when required and prepare meeting minutes.
Qualifications
- Bachelor’s degree or Diploma in Business Administration, or related field.
- 1-2 years of experience in project coordination, operations, procurement, or administration within fit-out, construction, maintenance, or MEP industries.
- Experience handling authority approvals and permit applications is preferred.
- Strong knowledge of procurement processes and document management.
Skills & Competencies
- Excellent organizational and multitasking abilities.
- Strong communication and coordination skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Experience with Zoho systems and document management systems is an advantage.
- Ability to work under pressure and manage multiple projects simultaneously.
- Strong attention to detail and problem-solving skills.
Key Performance Indicators (KPIs)
- Timely processing of permits and authority approvals.
- On-time procurement and material delivery.
- Accuracy and completeness of project documentation.
- Supplier response and procurement turnaround time.
- Project support efficiency and coordination effectiveness.
- Compliance with company procedures and authority requirements.
Job Types: Full-time, Permanent
Pay: AED3,000.00 – AED3,500.00 per month
Work Location: In person
Title: Business Operations Coodinator
Company: Mattermind Decor & General Maintenance LLC
Location: Abu Dhabi
