Arabic Project Coordinator — F&B & Retail Projects

Using AI is a must Depix opens restaurants, cafés, retail and service businesses across the UAE — from the business plan through location, licensing, design, construction, hiring and opening day. We run several projects at once, each with its own contractors, suppliers, consultants and government paperwork.You will work directly with our Founder, keeping every live project moving. Your job is to make sure that what was agreed actually happens on the date it was agreed — chasing our team, our contractors, our suppliers and government service centres until each thing is finished, and keeping an accurate record of all of it.This is a follow-through role. You won't be negotiating contracts, approving designs or making commercial decisions. You'll be the person nothing slips past.What you'll doProject follow-upMaintain the schedule for every live project — keep an owner and a due date on every open task, and update them as things changeChase each workstream owner weekly for status, and flag anything slipping to the Director immediatelyFollow up contractors on site every two to three weeks: which stage they're at, what's blocking them, whether the date has moved, and collect photos or video as evidencePrepare the weekly planning pack for the Director's reviewLicensing and government paperworkTrack trade name, trade licence, establishment card, bank account, VAT, corporate tax and trademark applications across all projectsFollow up with typing centres, PROs and government departments until each is issuedKeep a status and expected date against every applicationSuppliers and equipmentRequest and chase quotations; confirm orders once approvedTrack advance payments, production and delivery datesCheck what has actually been delivered against what was ordered and paid forKitchen equipment and coffee equipment are tracked separately, never togetherStaffing administrationPost jobs, manage the Indeed employer account, screen applications against the role requirements, schedule interviewsPrepare offer letters and collect candidate documentsCoordinate visa processing, medicals, Emirates ID, health cards and WPS setupPrepare attendance and shift schedules for client teamsRecords and documentsRecord every invoice on the day it arrivesFile every contract, quotation, lease and licence into the project systemMaintain a clear record per client of what has been paid and what remains outstandingBuild the client handover file progressively as documents are producedRequirementsEssential2–4 years in project coordination, operations, or administrative support — UAE experience requiredFluent written and spoken English and Arabic (Arabic is used daily with authorities, landlords and contractors)Confident with software: project management tools, Excel or Google Sheets, and comfortable using AI tools in daily workHighly organised — you record things as they happen, not laterAble to follow up persistently with people more senior than you, politely and without being ignoredClear, concise written communication; much of this job is written follow-upUAE driving licence and own carFast, responsive, and reliable with deadlinesPreferredBackground in F&B, hospitality, retail fit-out, construction or interiorsFamiliarity with UAE licensing (DED, SEDD, ADDED), establishment cards and visa processingExperience with POS systems, recruitment platforms or document management systems