Position for a Dubai based PM / Operation / Admin - motivated, flexible and proactive. A background in the design field is required.

Employment Type: Full-time

Schedule:

• Monday–Thursday: 9:00 AM – 5:30 PM (30-min break)
• Friday: 8:00 AM – 12:00 PM
• Location: Hybrid
• Reporting to: Director / Consultant
• Probation Period: 3 months

Employment Details

• Visa/Insurance: Preferably self-sponsored (to be confirmed)
• Transport: Car required; frequent site visits, client/vendor meetings, and errands.
• Leave Entitlement: 20 days paid annual leave, 3 days sick leave.
• Bonuses: End-of-year discretionary bonus after completing one full year. Commission structure TBD for new client/project acquisition.

Key Responsibilities

Pre-Contract / Bidding

• Review RFQs and RFPs; prepare professional proposals in collaboration with consultants.
• Register and update company/vendor portals.
• Liaise with vendors and artists to gather requirements and costings.
• Conduct market research for competitive pricing.
• Maintain a tracker of proposals, quotations, and bid status.

Design Phase

• Oversee project calendars and ensure milestones are met.
• Track design requirements that affect execution.
• Support consultants with BOQs, costing studies, vendor research, and sourcing.
• (Optional, if skilled) Prepare creative or styling proposals.

Execution / Operations

• Coordinate and monitor production with vendors; ensure deadlines and quality are met.
• Manage vendor payments and track financial obligations.
• Handle site logistics: permits, access, condition assessments, measurements.
• Monitor site progress, changes, costs, and hours.
• Coordinate deliveries, installations, and project completion photography.

Procurement

• Source and purchase items from BOQs, negotiating best terms and discounts.
• Manage orders, deliveries, and invoices.
• Coordinate with fabricators, artists, and shippers (domestic and international).
• Maintain organized expense records and tax documentation.

Finance

• Prepare and issue client invoices.
• Track and validate payments to vendors/artists.
• Prepare project balance sheets and financial reports.

Sales

• Support client-facing activities.
• Eligible for commission on self-generated client/project acquisition (details TBD).

Skills & Requirements

Technical Skills

• Proficiency in: Adobe Creative Suite (Ps, Ai, Id – basic acceptable), Excel, Pages, PowerPoint, Keynote, AutoCAD.
• Experience with: Gantt charts/project management tools, invoicing systems, digital printing & color profiling.
• Strong organizational skills: structured Google Drive/file management.
• English proficiency is a must.

Industry Knowledge

• Understanding of: artwork framing/installation, textiles, carpet manufacturing, construction phases, project site operations.
• Financial skills: balance sheets, finance planning.

Core Competencies

• Clear and professional communication.
• Strong attention to detail, punctuality, and organizational skills.
• Ability to work independently and manage multiple priorities.
• Active interest in art, design, and market trends.