Operations Coordinator

Operations CoordinatorShineOn Building Cleaning ServicesAbout the RoleAt ShineOn, we’re building a team of superstars — individuals who take ownership, stay aheadof problems, support each other, and genuinely care about getting the job done right.As we continue to grow, we’re looking for a second Operations Coordinator to strengthen ouroperations team. We already have an Operations Coordinator in place, and this role willcomplement the existing position with a particular focus on our scattered holiday-homeoperations across Dubai.This is not simply an administrative or scheduling position. We need someone who isexceptionally organized, comfortable managing multiple moving parts at the same time, andexperienced in coordinating teams across properties spread throughout the city.You’ll be at the centre of the operation, making sure cleaners are in the right place at the righttime, schedules remain accurate, clients receive quick responses, last-minute changes arehandled calmly, and nothing falls through the cracks.If your natural instinct is to organize, follow up, double-check and find solutions, you’ll fit wellinto this role.Working Arrangement● Working days: 6 days per week, with 1 weekly day off● Location: Co-working space, with operational/site visits when required● Working hours: Flexible and based on operational requirements● Salary: AED 4,000 per month● Performance: Additional performance-based bonuses or future salary increments maybe considered based on individual performance and company requirementsBecause we operate in hospitality and holiday homes, flexibility is important. There mayoccasionally be urgent client requests, last-minute bookings, staff absences or operationalissues that require attention outside normal working hours.What You’ll OwnScattered Operations & SchedulingYour primary focus will be keeping our scattered operations organized and under control.● Coordinate daily cleaning schedules across holiday homes and other client propertiesthroughout Dubai.● Allocate cleaners based on location, check-in/check-out requirements, workload andoperational priorities.● Manage last-minute bookings, cancellations, extensions and schedule changes.● Coordinate staff days off, sick leave, absences and replacements without disruptingoperations.● Source and coordinate part-time or outsourced cleaners when additional manpower isrequired.● Ensure cleaners receive accurate property information, timings, access instructions andspecial requirements.● Track jobs throughout the day and follow up until completion.● Identify scheduling conflicts or potential operational gaps before they become problems.● Maintain accurate records of operational changes and staff movements.● Work closely with the existing Operations Coordinator, Supervisor and management toensure seamless daily operations.Client Communication & CoordinationYou will be one of the key links between ShineOn and our clients.● Manage day-to-day client communication professionally and promptly.● Handle new requests, schedule changes, concerns, complaints and servicerequirements.● Follow up on outstanding requests until they are fully resolved.● Keep clients informed when operational changes affect their services.● Escalate important issues to management while taking ownership of the immediatesolution.● Coordinate client meetings when required.● Build positive, professional relationships with our holiday-home and property-management partners.Invoicing, SOAs & Payment Follow-UpOrganization doesnt stop with operations. You will also help keep the commercial side of ourclient accounts in order.● Prepare and issue invoices and Statements of Account (SOAs).● Maintain accurate invoicing and payment records.● Track outstanding invoices and follow up professionally with clients.● Coordinate payment discrepancies or outstanding balances with management/accounts.● Ensure services delivered are accurately reflected in client billing.Quotations, Contracts & Client Records● Prepare and send quotations based on client requirements.● Prepare and organize client contracts and agreements.● Maintain accurate and up-to-date client records.● Keep quotations, contracts, pricing information and supporting documentation properlyorganized.● Follow up on pending quotations and agreements where required.Documentation & Administration● Maintain accurate operational schedules, trackers and records.● Keep staff assignments, attendance, leave and operational changes properlydocumented.● Maintain organized client folders and operational documentation.● Coordinate meetings between management, clients and operational teams whenrequired.● Support management with reports, trackers and general operational administration.● Help improve processes as ShineOn continues to grow.Who We’re Looking ForExperience in holiday homes, short-term rentals or another scattered/multi-location operation ishighly preferred. We need someone who understands the reality of managing multipleproperties, cleaners, clients and changing schedules across Dubai.You should have strong experience in operations coordination, hospitality, cleaning services,facilities management, property management or a similar environment.More importantly, you should be:● Extremely organized — you naturally create structure and keep track of details.● Excellent at follow-up — you dont assume something is done; you confirm it.● Proactive — you identify problems before someone has to point them out.● Calm under pressure — last-minute changes don't throw you off.● A strong communicator — comfortable dealing with cleaners, supervisors, clients andmanagement.● Accountable — when you own something, you see it through.● Detail-oriented — timings, addresses, instructions, invoices and records matter.● Tech comfortable — confident using Microsoft Office, Google Workspace, operationalsystems and mobile applications.● Commercially aware — comfortable working with quotations, invoices, SOAs andpayment follow-ups.● Flexible — you understand that hospitality operations dont always follow a perfect 9-to-5schedule.What Success Looks LikeSuccess in this role means that nothing gets lost between booking and completion.The right cleaner is assigned to the right property at the right time. Last-minute changes arehandled without creating chaos. Clients receive timely updates. Issues are followed through toresolution. Invoices and records are accurate. The Supervisor knows whats happening on theground, and management has clear visibility of the operation.Most importantly, you will work alongside our existing Operations Coordinator rather than simplyduplicating the position. Together, you create a stronger coordination function, with this roletaking particular ownership of the complexity that comes with scattered holiday-home operationsacross Dubai.The Kind of Person We Want at ShineOnWere building ShineOn around people who want to grow with the company, not simply work forit.We want individuals who bring energy, structure and accountability to the team — people whosee something that needs doing and take ownership rather than waiting to be asked.If you are the person who keeps the operation organized while everyone else is moving at fullspeed, we like to hear from you.