Administrative Officer

Job Title: Admin Officer – Client Communication & CoordinationLocation: Dubai, UAEEmployment Type: Full-TimeSalary: AED 4,000 – AED 5,000 per monthBenefits: As per UAE Labour LawJoining: Immediate joiners preferredAbout the OpportunityWe are hiring on behalf of one of our clients, a well-growing and established Business Setup & Tax Advisory company based in Dubai.We are looking for a highly organized and proactive Admin Officer – Client Communication & Coordination with an engineering background to become the main point of contact between clients and internal teams.This role requires excellent communication skills, strong administrative abilities, attention to detail, and the capability to coordinate client requirements from initial enquiry through final resolution. The ideal candidate should have a good understanding of engineering documents and project processes to provide accurate support and maintain excellent client relationships.Key ResponsibilitiesClient Communication & Call HandlingAttend all inbound client calls promptly and professionally in Arabic and English.Identify clients, understand their requirements, verify project details, and provide accurate information.Handle client complaints calmly and professionally, record complete details, and escalate issues to the concerned team members or management when required.Transfer calls to the appropriate colleague, department, or engineer with a clear explanation of the client's concern.Take accurate messages when the concerned person is unavailable and ensure timely follow-up.Outbound Calls & Client Follow-upConduct outbound calls for client updates, document collection, clarifications, confirmations, approvals, payments, appointments, and deadlines.Follow up regularly with clients regarding pending documents, approvals, submissions, and required actions.Maintain professional and persistent follow-up until the required response or documentation is received.Confirm client information, project status, pending requirements, and next steps after every interaction.Email Correspondence & Communication ManagementPrepare and send professional emails related to client updates, document requests, confirmations, instructions, and reminders.Review incoming client emails, take necessary action, and coordinate with relevant internal teams.Send scheduled follow-up emails for pending requirements, document expiry, approvals, and upcoming deadlines.Maintain an organized mailbox with proper folders, labels, and follow-up reminders to ensure timely responses.CRM & Client Record ManagementRecord all client calls, emails, and interactions accurately in the CRM system on the same day.Update client profiles, project stages, contact details, pending actions, and follow-up schedules.Ensure CRM information matches client communications, portal submissions, and internal trackers.Maintain accurate and reliable records for management reporting.Generate and review CRM reports related to open queries, pending follow-ups, and response timelines.Project Coordination & Query ResolutionDevelop a strong understanding of company processes, service stages, documentation requirements, and project timelines.Handle routine client queries independently by applying process knowledge.Coordinate between clients, engineers, accountants, project teams, and other departments to ensure smooth resolution.Track all open client queries until closure and confirm completion with clients.Escalate delayed cases, repeated complaints, and unresolved matters to management promptly.Administrative SupportMaintain call logs, communication registers, and client follow-up trackers.Extract client information and supporting documents from internal systems.Upload documents, applications, and supporting files to client portals and government platforms when required.Maintain structured digital folders for client correspondence, documents, and project files.Manage scanned documents, PDFs, and file naming systems efficiently.Prepare weekly and monthly summaries covering call volumes, pending queries, follow-ups, and client communication activities.Candidate RequirementsEducation & Engineering Background (Mandatory)Diploma or Bachelor's Degree in Civil Engineering, Architecture, Quantity Surveying, Land Surveying, or a closely related engineering discipline.Candidates qualified as Civil Engineers, Architects, or Surveyors are encouraged to apply.Ability to read, understand, and cross-check architectural drawings, construction plans, and engineering documents.Good understanding of engineering terminology and technical documentation.ExperienceMinimum 1–2 years of experience in Customer Service, Client Coordination, Administration, Front Office, Call Handling, or a similar role.Hands-on experience with CRM systems or ticketing platforms is highly preferred.Experience dealing with UAE clients and handling complaint calls will be an advantage.Language Requirements (Mandatory)Native Arabic Speaker (spoken and written).Good English communication skills (spoken and written).Ability to prepare professional emails, reports, and client communications in English.IT & System Skills (Mandatory)Strong working knowledge of Microsoft Excel including formulas, filters, sorting, reconciliations, and handling large datasets.Proficiency in Microsoft Word for document preparation and formatting.Confident use of Microsoft Outlook for email management, follow-ups, and calendar coordination.Experience extracting data and documents from systems and uploading files to online portals.Comfortable working with PDFs, scanned documents, digital folders, and document management systems.Key CompetenciesExcellent communication and interpersonal skills.Professional and customer-focused approach.Strong attention to detail and accuracy.Ability to handle multiple tasks and prioritize effectively.Patient, calm, and professional while handling complaints and repeated follow-ups.Strong coordination and problem-solving abilities.Ability to maintain discipline and focus in a fast-paced, detail-oriented environment.Preferred Candidate ProfileCandidates holding a valid Family / Spouse / Parent Sponsored Visa will be preferred.Immediate joiners are highly preferred.What Success Looks LikeEvery client call is answered professionally.Every email is acknowledged and actioned on time.Client queries are followed through until complete resolution.CRM records are accurate, updated, and reliable.Clients receive clear communication and proactive support without needing repeated follow-ups.Internal teams receive accurate information and effective coordination.If you meet the above requirements and are looking to grow your career with a dynamic and expanding organization in Dubai, we would love to hear from you.