Operations & Administrative Coordinator

Operations & Administrative Coordinator Maxguard | Full-time | Immediate StartMaxguard is a premium automotive care, detailing, and protection company operating across multiple locations in the UAE. We deliver high-quality vehicle care services through both in-branch operations and mobile/home service teams. As we continue to grow, we are looking for the right individual to serve as the operational backbone of our business.We are hiring an Operations & Administrative Coordinator to assume complete ownership of Maxguard's daily operations, workforce coordination, documentation, compliance, inventory management, and reporting functions across all branches and home service operations.This is not a support function. This is the operational nerve centre of the company.You will be the single point of accountability for ensuring that staff are scheduled, inventory is controlled, documents are filed, compliance deadlines are met, suppliers are managed, fleet is maintained, accounts are supported, and senior management receives accurate, complete reports daily, weekly, and monthly without ever needing to follow up.We are specifically looking for someone with an automotive, detailing, workshop, fleet, or multi-site service operations background who understands the pace, complexity, and demands of running a service-driven business.Operations & Team CoordinationManage and coordinate a team of 20+ employees including technicians, drivers, and administrative staff across all company branches and home service operations throughout the UAE.Design, implement, and dynamically manage staff shift schedules across all sites and mobile/home service teams, ensuring optimal coverage, fair rotation, and real-time adjustments based on workload, absences, or urgent operational demands.Oversee home service operations end-to-end: client appointment scheduling, technician dispatch, route optimization, time management, and post-service quality assurance ensuring a seamless and professional client experience every time.Assign daily tasks, monitor job progress, track completions, resolve delays, and ensure every service commitment in-branch and home service is fulfilled within promised timelines.Act as the central coordination hub between technicians, drivers, branch supervisors, clients, suppliers, and the accounts department.Track and maintain accurate records of staff attendance, overtime, leave balances, and manpower allocation; coordinate approvals with management.Conduct ongoing performance monitoring, identify productivity gaps, and flag staffing concerns proactively.Implement and oversee daily opening and closing procedures across all branches.Ensure all sites maintain cleanliness, organization, and professional presentation standards.Maintain complete ownership of all company documentation physical and digital ensuring everything is organized, current, and instantly retrievable.File management: Take full ownership of the file environment. Structure all folders and subfolders logically, enforce proper naming conventions, manage access permissions, maintain version control, and conduct regular housekeeping. Every document must be current, properly categorized, and accessible to relevant stakeholders.Maintain job cards, service records, completed and pending job logs, and daily operational updates.File and organize all contracts, agreements, permits, legal correspondence, client records, and official documents systematically.Document and maintain all company SOPs, process workflows, and operational reference materials; update as processes evolve.Ensure all documentation practices support audit readiness at all times.Track real-time inventory levels of all materials, consumables, chemicals, tools, and equipment across every operational site.Conduct regular stock audits, manage reorder thresholds, and ensure zero operational disruption due to material shortages or overstocking.Coordinate with local and international vendors on quotations, purchase orders, delivery schedules, and shipment tracking including air and sea freight logistics.Manage customs coordination, freight forwarder communication, and resolve any clearance or documentation issues proactively.Maintain a comprehensive supplier database with current pricing, lead times, payment terms, and performance records to support informed procurement decisions.Forecast material requirements based on historical consumption data, seasonal trends, and upcoming workload.Ensure proper storage organization across all sites: labelling, FIFO compliance, and space optimization.Track tools and equipment issued to technicians; maintain condition records and coordinate repairs or replacements.Provide the accounts/finance department with all required supporting documentation — invoices, receipts, purchase orders, delivery notes, quotations, petty cash records, expense claims, and bank-related documents organized, accurate, and submitted on time.Support monthly payroll preparation by providing verified attendance data, overtime calculations, deductions, and allowances for WPS disbursal.Assist with material consumption cost tracking, budget variance analysis, and waste-reduction reporting.Ensure all financial documentation is properly filed and audit-ready at all times.Monitor and manage expiry dates of all government and regulatory documents — including trade licenses, employee visas, Emirates IDs, labour cards/work permits, vehicle registrations, insurance policies, tenancy/Ejari contracts, municipal permits, civil defense certificates, and any other compliance-critical documentation.Initiate all renewals a minimum of 30 days before expiry. Maintain a master compliance tracker with colour-coded status indicators and provide weekly updates to management.Coordinate with PRO/government relations on visa processing, labour approvals, medical fitness tests, Emirates ID applications, and all government-facing administrative submissions.Stay informed of any regulatory or labour law changes that may impact the business and advise management accordingly.Maintain comprehensive fleet records: scheduled servicing, registration renewals, insurance expiry, Salik monitoring, fuel card usage, mileage logs, and access credentials for all company vehicles.Monitor vehicle condition and coordinate timely servicing, repairs, and inspections ensuring all vehicles remain roadworthy, compliant, and presentable.Maintain a company-wide asset register covering all tools, equipment, electronics, machinery, and furniture across every location.Manage parking allocations, gate passes, and vehicle access cards.Serve as a point of contact for key client accounts when operational coordination is required — scheduling, confirmations, status updates, and follow-ups.Manage vendor relationships: track purchase orders, follow up on pending deliveries, resolve supply discrepancies or quality issues.Coordinate with third-party service providers (IT, cleaning, maintenance, pest control) to ensure uninterrupted operations.Handle client feedback and service recovery in coordination with relevant teams.Manage staff travel arrangements, air ticketing, and accommodation bookings.Support recruitment: post vacancies, screen applications, coordinate interviews, and manage onboarding for new hires — ensuring tools, uniforms, access, and training are arranged from day one.Track training requirements and coordinate skill development or certification programs.Manage office supplies, pantry, cleaning materials, and facility needs across all locations.Coordinate premises maintenance: repairs, pest control, HVAC servicing, and general upkeep.Handle any additional operational, administrative, or coordination tasks as assigned by management.Daily Reports: End-of-day summaries covering job completions, staff attendance, material usage, service delivery status, and any issues or incidents requiring attention.Weekly Reports: Productivity analysis, inventory movement, supplier status, compliance updates, home service metrics, and pending action items.Monthly Reports: Full operational performance review financial syncing, staff performance, fleet status, inventory valuation, compliance summary, and strategic recommendations.All reports delivered complete, accurate, and on time. This is a primary function of the role. No reminders. No follow-ups. No exceptions.Experience: Minimum 3 years in operations coordination, administration, logistics, workshop/service centre management, fleet coordination, or facilities management.Industry Background: Automotive, car care, detailing, workshop, fleet, logistics, or multi-site service operations experience is strongly preferred. Candidates from these sectors will be prioritized.Driving License: Valid UAE driving license— mandatory.Technical Skills: Strong proficiency in Google Workspace (Drive, Sheets, Docs, Calendar, Gmail) and Microsoft Office (Excel, Word).Zoho (Advantage): Working experience with Zoho suite (Inventory, Books, People, CRM, Desk) is a significant advantage.Communication: Excellent written and verbal English. Urdu/Hindi language verbally , Arabic is a plus.Work Ethic: Self-directed, structured, detail-driven, deadline-conscious, and capable of managing multiple concurrent responsibilities with minimal supervision and handle flexible workhours.