Administrative Officer - Client Communication & Coordination

About the Role

Our client, a reputable and expanding Business Setup & Tax Advisory firm based in Dubai, is seeking a highly skilled and proactive Administrative Officer to manage client communications and coordination. This full-time role requires a candidate with an engineering background who will serve as the key liaison between clients and internal teams, ensuring seamless communication and precise handling of client requirements from initial inquiry to resolution.

Primary Duties

• Answer inbound client calls promptly and professionally in Arabic and English, identifying client needs and providing precise information while managing complaints effectively.
• Conduct outbound calls for follow-ups regarding client updates, document collections, approvals, payments, appointments, and deadlines with consistency and professionalism.
• Manage client email correspondence by drafting, sending, and reviewing professional emails related to updates, document requests, reminders, and instructions.
• Maintain organized communication records and client data within the CRM system, ensuring accuracy and reliability for management reporting and follow-ups.
• Coordinate project activities and client queries by understanding company processes, communicating effectively with engineers and other departments, and ensuring timely query resolution.
• Provide administrative support including maintaining communication logs, uploading documents to portals, organizing digital files, and preparing periodic summaries of communication activities.

Candidate Qualifications

• A diploma or bachelor's degree in Civil Engineering, Architecture, Quantity Surveying, Land Surveying, or similar engineering disciplines (mandatory).
• Ability to interpret architectural drawings, construction plans, and engineering documents clearly with strong technical terminology understanding.
• Minimum 1 to 2 years' experience in customer service, client coordination, administration, front office, or call handling roles.
• Practical experience using CRM systems or ticketing platforms is highly advantageous.
• Native Arabic speaker with excellent spoken and written English communication skills and ability to draft professional emails and reports.
• Proficient in Microsoft Excel (including formulas and data handling), Word, Outlook, and comfortable managing PDFs and digital document systems.
• Previous experience handling UAE client relations and complaint management is preferred.

Key Attributes

• Strong interpersonal and communication abilities.
• Customer-focused with professional demeanor when addressing complaints and follow-ups.
• Detail-oriented, able to multitask and prioritize efficiently.
• Patient and composed under pressure in a fast-paced environment.
• Excellent coordination and problem-solving skills.
• Ability to maintain discipline and focus amid detailed tasks.

Additional Information

• Candidates with a valid Family/Spouse/Parent sponsored visa are preferred.
• Immediate joining is highly desirable.
• The salary range for this role is AED 4,000 to AED 5,000 monthly, with benefits compliant with UAE Labour Law.

Success Indicators

• Professional handling of every client call without exceptions.
• Timely acknowledgment and action on every email.
• Completion of client queries through to full resolution.
• Accurate and consistently updated CRM records.
• Clear, proactive client communication minimizing need for repeated follow-ups.
• Effective collaboration with internal teams through precise and timely information sharing.