Front Office Executive — Document Control & Client Coordination

Front Office Executive — Document Control & Client Coordination

Fajr Interiors LLC · Al Barsha 1, Dubai · Full time, office based

Fajr Interiors has been delivering office fitouts and villa renovations in Dubai since 2011. Our front desk is not a reception chair — it is where the paperwork, the follow-ups and the first impression of the company all sit. We are looking for one capable, organised person to hold all three.

WHAT THIS ROLE REALLY IS

A fitout company runs on documents: quotations, LPOs, invoices, drawing revisions, material submittals, supplier confirmations and client approvals. If one of those goes missing or goes out of date, a site stops and it costs money. You will own that flow, and you will be the voice clients and suppliers hear when they call.

FRONT DESK AND OFFICE

• Handle all incoming calls, emails and visitors — clients, consultants and suppliers — warmly and professionally.

• Keep the office running: meeting rooms, couriers, stationery and site consumables, utilities and service contracts, visitor hospitality.

• Manage the company inbox and calendar, book meetings and keep management diaries realistic.

• Support HR administration: attendance records, leave requests, visa and document expiry tracking, new joiner paperwork.

DOCUMENT CONTROL

• Maintain the project filing structure across all live jobs, with a clear numbering and naming convention applied consistently.

• Register and track incoming and outgoing documents: transmittals, submittals, drawing revisions, RFIs, site instructions and approvals.

• Version control on drawings and specifications, so site never works from a superseded sheet.

• Prepare and log quotations, purchase requests, LPOs, delivery notes, invoices and payment applications.

• Keep handover and warranty documentation complete as projects close out.

• Produce a weekly status log of what is pending, with whom, and for how long.

CLIENT AND SUPPLIER FOLLOW-UP

• Follow up with clients on approvals, feedback, comments and outstanding payments, and record every response.

• Follow up with suppliers and subcontractors on quotations, order confirmations and delivery dates, and warn the team early when a date is going to slip.

• Log client feedback and complaints, route them to the right person, and close the loop.

• Take minutes in internal and client meetings and circulate clear action points with owners and dates.

REQUIREMENTS

• Excellent spoken and written English with a confident, courteous telephone and email manner.

• Strong Microsoft Excel — trackers, logs, filters, sorting, lookups and clean formatting used daily. Word and Outlook to a good standard.

• Bachelor's degree in Business Administration or a related field preferred; diploma with solid relevant experience considered.

• 2–4 years in a front office, administration, document control or coordination role. Interior fitout, construction, architecture or engineering experience is a strong advantage.

• A working understanding of the business side: what a quotation, an LPO, a variation and an invoice are, and why the sequence matters.

• Genuine multitasking ability — phones, a walk-in visitor, an urgent supplier email and a submittal deadline can all land in the same ten minutes.

• Discretion with commercial and personal information.

• Already in the UAE with a valid visa preferred.

WHAT WE OFFER

• Salary in line with experience, discussed openly at interview.

• Employment visa, medical insurance and annual leave as per UAE Labour Law.

• A small, direct team where your work is visible.

• Scope to grow into a broader understanding of the business.

HOW TO APPLY

Send your CV with a short covering note in your own words. Tell us what systems you used to keep documents and follow-ups under control in your last role, and give one example of something you chased that would otherwise have been missed.

Job Type: Full-time

Pay: AED4,000.00 - AED6,000.00 per month

Application Question(s):

• What is your Current Salary AED?

• How comfortable are you with MS Office tools like Excel, Outlook, and Word? Beginner

☐ Intermediate

☐ Advanced

Education:

• Bachelor's (Required)

Experience:

• front office, admin, document control or coordination role: 4 years (Required)

Location:

• Dubai (Required)

Work Location: In person