Office coordinator

Job Description:

Job Title: Office Coordinator

Experience- Minimum 2 years

Location: Dubai

Job Responsibilities:

Heavy equipment rental industry and confident in managing both front-desk responsibilities and backend compliance/admin duties.

Key Responsibilities:

            Customer & Rental Coordination:

• Handle incoming and outgoing calls with existing and potential customers to
• confirm equipment availability, share pricing, and provide rental terms.
• Follow up with customers for service feedback, rental extensions, and pending documentation.
• Prepare rental quotes, agreements, and coordinate dispatch with the logistics team.
• Maintain accurate rental records and logs in the system.
• Serve as the main point of contact for internal staff, customers, and vendors, ensuring clear and timely communication.
• Coordinate rental agreements, quotes, purchase orders, work orders, and billing documentation.
• Maintain accurate records of equipment inventory, availability, and job assignments.
• Schedule and confirm deliveries, pickups, and service appointments in coordination with the operations and dispatch teams.
• Support the accounting team with invoicing, payment tracking, and basic bookkeeping tasks.
• Assist with onboarding documentation and safety compliance files.
• Answer and direct phone calls, emails, and walk-in customer inquiries.
• Register new vendors and update supplier databases with all required documentation.
• Coordinate vendor communications for services, materials, or outsourced repairs.
• Manage and track RTA (Roads & Transport Authority) registration and renewals for rental equipment and company vehicles.
• Handle insurance applications and renewals for vehicles and heavy equipment.
• Apply for or renew Traches and other municipality permits related to operating equipment on job sites.
• Maintain compliance with local regulatory bodies related to transportation and construction equipment.

             General Office Duties:

•   Schedule and coordinate meetings between internal teams, customers, or external partners.
•   Track and renew any required certifications, inspections, and operational licenses
•    Maintain an organized filing system (both digital and paper) for contracts, permits, and legal documents