Arabic Project Coordinator — F&B & Retail Projects

Overview

Depix Business Studies manages the launch of restaurants, cafés, retail, and service ventures across the UAE, guiding projects from conception through licensing, design, construction, staffing, and opening day. Handling multiple simultaneous projects involves coordinating various contractors, suppliers, consultants, and government agencies.

You'll collaborate directly with the Founder, ensuring that all planned activities occur precisely on scheduled dates. Your primary function is rigorous follow-through—contacting team members, contractors, suppliers, and authorities relentlessly to guarantee timely completion while maintaining comprehensive records.

Role Responsibilities

• Maintain and update schedules for active projects, assigning accountable owners and deadlines for all ongoing tasks.
• Conduct weekly status checks with task owners; immediately alert the Director about potential delays.
• Visit contractors on-site biweekly or triweekly to assess progress, identify obstacles, verify timelines, and collect photographic/video evidence.
• Compile a weekly progress report package for the Director's review.
• Monitor all licensing and government documentation including trade names, trade licenses, establishment cards, bank account openings, VAT, corporate tax, and trademark filings.
• Pursue outstanding documentation actively with typing centres, PRO offices, and government entities, tracking current statuses and expected issue dates.
• Manage supplier relations by obtaining, following up on quotations, confirming orders, and overseeing payment schedules.
• Track production and delivery timelines, ensuring delivered items match ordered and paid goods; kitchen and coffee equipment are handled separately.
• Oversee staffing processes—job postings, application screening, interview scheduling, offer letter preparation, document collection, visa processing coordination, health checks, Emirates ID and health card issuance, and Wage Protection System setup.
• Create attendance and shift rosters for client teams.
• Record each invoice immediately upon arrival and file all contracts, quotations, leases, and licenses within the project management system.
• Maintain detailed client financial records, noting paid and outstanding amounts.
• Continuously compile client handover files as documents are finalized.

Requirements

• 2 to 4 years of UAE-based experience in project coordination, operations, or administrative support roles.
• Proficiency in spoken and written English and Arabic, with Arabic used daily for communication with authorities, landlords, and contractors.
• Strong command of project management software, spreadsheet tools such as Excel or Google Sheets, and the confident use of AI applications in routine tasks.
• Exceptional organizational skills with an emphasis on real-time record-keeping.
• Persistent, respectful follow-ups with senior personnel to ensure accountability.
• Effective, concise written communication skills as written updates form a core job component.
• Possession of a valid UAE driving license and ownership of a vehicle.
• Ability to meet deadlines reliably and respond swiftly to requirements.

Preferred Qualifications

• Experience within the food and beverage industry, hospitality, retail fit-out, construction, or interior design sectors.
• Familiarity with UAE regulatory licensing bodies such as DED, SEDD, ADDED, as well as establishment card and visa processing.
• Exposure to POS systems, recruitment platforms, or document management software.

Additional Notes

Use of AI tools is mandatory for daily tasks, enhancing efficiency across operational workflows.