Administrative coordinator

AESG
Dubai
Workplace: OnsiteFull timeFunction: Administration & Executive AssistanceEducation: bachelorsSkills: ["Organisational skills","Communication","Process compliance","Independent execution","Stakeholder coordination"]

Establish and lead FLS (fire life safety) administrative processes, coordinating onboarding for new joiners and supporting daily bid activities with trackers, templates, and reporting. Own project and commercial trackers including IMS issuance, contract follow-ups, billing milestones, invoicing forecasts, cash collection follow-ups, and NetSuite updates. Schedule recurring meetings, maintain civil defence submission logs, support audits and license renewals, and assist with English/Arabic translation and AI implementation.

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FursaFursa
AESG
AESG
6 days ago

Administrative coordinator

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Source: Company careers pageValidated by: Fursa AI
Last checked: 4 hours agoStatus: Live

Job Summary

Establish and lead FLS (fire life safety) administrative processes, coordinating onboarding for new joiners and supporting daily bid activities with trackers, templates, and reporting. Own project and commercial trackers including IMS issuance, contract follow-ups, billing milestones, invoicing forecasts, cash collection follow-ups, and NetSuite updates. Schedule recurring meetings, maintain civil defence submission logs, support audits and license renewals, and assist with English/Arabic translation and AI implementation.
Location: Dubai
Workplace: Onsite
Employment Type: Full time
Job Function: Administration & Executive Assistance
Seniority: Mid level

Key Responsibilities

  • •Lead onboarding activities for FLS department new joiners and provide standard training.
  • •Facilitate FLS bid activities, including bids trackers, templates, capability statements, client follow-ups, and bid reports on daily/weekly/monthly cadence.
  • •Maintain project-related trackers (IMS issuance, contract follow-ups, project plan records, folders, milestones, and billings trackers) weekly/monthly.
  • •Handle commercial trackers including invoicing forecasts, cash collection follow-ups, and NetSuite updates weekly/monthly.
  • •Coordinate meetings scheduling and maintain civil defence submission logs; support audits, HR support, bids support, license renewal, travel arrangements, and minor English/Arabic translation.

Key Requirements

  • •Bachelor’s degree or relevant academic/professional qualifications to perform the role.
  • •4-5 years of experience in office administration.
  • •GCC experience focused on UAE and KSA.
  • •Fluent in both Arabic and English.
  • •Ability to establish processes, procedures, and operational manuals, with strong organisational and communication skills.
Experience:GCCUAEKSAOffice administrationFire and life safety
Education:Bachelor's
Skills:Organisational skillsCommunicationProcess complianceIndependent executionStakeholder coordination
Languages:ArabicEnglish
Tech Stack:NetSuiteAI

Company Brief

AESG
AESG is a multidisciplinary consultancy providing sustainability, environmental, fire and life safety, acoustic, façade, and commissioning services for the built environment. It supports developers, architects, and contractors across major real estate and infrastructure projects.
Industry: Consulting
Company Size: Medium (51 to 250 employees)
Growth: Established Company
Headquarters: Dubai, United Arab Emirates
Founded: 2009
WebsiteLinkedIn