Coordinator - Transguard Living

Job Description

Transguard Group was established in 2001 and has diversified significantly, we lead in the fields of Cash Services, Security Services, Manpower Services, Facilities Management & Aviation. Transguard Group is the UAE's most trusted business support and outsourcing provider and has a large, dynamic, and culturally diverse workforce with 50,000 employees!

We are currently recruiting for a Coordinator to join our Transguard Living and Kitchen Maintenance Solutions team in our HQ, located in DAFZA, Dubai Airport Free Zone.

The coordinator will work closely with various internal teams to manage client expectations, ensure the timely execution of tasks, oversee contract management, and handle invoicing.

• Prepare cost estimate using all relevant data available to generate a quotation for Housekeeper and Cleaning services in MS Excel
• Ensure to verify the ad hoc / variable quotes for the fix service line and approve based on procurement rates
• Collaborate with the Finance Coordinator to ensure prompt invoicing for Fix, Clean, and Housekeeper clients
• Ensure timely dispatch of payment links to clients and follow up on any pending payments for all the service lines
• Contract Management:
• Maintain and update the AMC (Annual Maintenance Contract) tracker, ensuring renewal follow-ups are initiated 90 days before service expiry
• Minimize Work at Risk by ensuring timely contract signatures and submission to the group contracts department for both B2B and B2C customers

• Serve as the main point of contact for all internal and external clients requesting Housekeeper & Clean Services
• Manage communication from initial quotation request through to deal closure, addressing client queries and concerns for Housekeeper and clean services
• Develop and maintain strong client relationships to ensure services consistently meet or exceed expectations
• Collaborate with HR, Payroll, Recruitment, and other teams for seamless mobilization and management of Housekeeper & Clean contracts. Ensure smooth internal communication and efficient operations across teams
• Manage a WhatsApp channel for Housekeeper staff to raise requests and queries, providing real-time issue resolution
• Address and resolve Staff & Clients concerns related to Visa, Insurance, Travel, Air Tickets, and Leaves
• Initiate customer feedback collection quarterly, and proactively address any concerns to enhance service quality

• Ensure effective coordination between HR, Payroll, Recruitment, and Finance teams for the successful management of Housekeeper contracts. Collaborate with business units to ensure mutual goals, smooth workflows, and successful outcomes
• Oversee Clean & Housekeeper staff leave management, ensuring accurate and timely updates in Oracle systems
• Ensure all clean & Housekeeper contracts are signed and updated in the Work at Risk file in coordination with the finance coordinator
• Assist the Fix Team in creating PPM reports, WCRs, and any specialized technical reports as required.
• Assist the Cost Estimation and Sales Team to prepare any technical documentation as required for new bid / proposal submission
• Evaluate Housekeepers staff performance & handle concerns if any in coordination with TGL Manager
• Provide regular, efficient reports to management on key metrics such as customer satisfaction, operational efficiency, and overall performance
• Communicating with clients and providing on-call support when required
• Escalation Management and ensuring issues are resolved in a timely manner

• Supporting the BU in optimizing processes and introduce automation wherever possible
• Make recommendation to improve operational efficiency
• Integrate automation tools to simplify repetitive tasks and reduce manual workload

• Experience: 5+ years experience in operational coordination, cost estimation & contract management with at least 3 years in Facilities Management (FM)
• Technical Knowledge: Strong understanding of HVAC/MEP, Civil Works, and the cleaning service industry
• Communication Skills: Excellent verbal and written communication, presentation, and interpersonal skills
• Technical Proficiency: Advanced proficiency in MS Office Suite, particularly Excel
• Problem-Solving Skills: Strong ability to manage multiple priorities while resolving complex issues effectively and efficiently
• Negotiation Skills: Proven ability to negotiate with clients and vendors to secure favorable terms
• Highly organized, detail-oriented, and able to manage multiple tasks in a fast-paced environment
• Strong client service orientation with the ability to develop and maintain long-term relationships
• Proactive and solution-oriented approach to managing challenges and improving operational processes