Documentation & Accounts Coordination

SERVICE COORDINATOR-3 (FOR DOCUMENTATION)

SUMMARY:

The coordinator also manages inventory, office and pantry procurement, housekeeping coordination, office maintenance, system updates, and acts as an authorized signatory and standby operations coordinator when required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

(Other duties may be assigned as required.)

Documentation & Accounts Coordination:

• Coordinator is responsible for all invoice, GRN, PO, petty cash, and accounts-related activities.
• Acts as an authorized signatory for documents mentioned under this role.
• Maintains all job-related files and records.
• Ensures closure of all jobs upon receipt of completion reports from the operations team.
• Issues Purchase Orders (POs) to suppliers.
• Performs reconciliation and prepares GRNs for issued POs.
• Handles all emails from Accounts and tagged emails from Operations/Management.
• Responsible for monthly billing.
• Authorized signatory for third-party invoices (Manager signature required only if there is a discrepancy).
• Authorized to sign material requests if Manager and Assistant Manager are unavailable.
• Handles invoice-related queries from clients and internal departments.

Systems & Reporting:

• Updates completed job status in Monday.com.
• Maintains job reconciliation records for DXB and AUH.

Inventory & Procurement:

• Manages T-shirts and coverall inventory.
• Handles petty cash, cheque collection, and cash cards.
• Coordinates port pass payment clearance for service staff.
• Procures pantry, cleaning, and office items.

Office Administration & Facilities:

• Coordinates office equipment repair and maintenance.
• Acts as standby operations coordinator.
• Ensures housekeeping with workshop assistants.
• In charge of cleaning staff.