VDR GROUP is an internationally operating company specializing in marine equipment, cranes, hydraulic systems, control systems, load monitoring, and energy systems. We operate from our facilities in Abu Dhabi and Dubai and provide technical services to marine, offshore, industrial, and heavy-equipment customers throughout the UAE and wider region.
We are looking for a highly organized, reliable, and proactive Service Coordinator to support and coordinate our daily service operations.
This is a key operational position within the company. The Service Coordinator acts as the central point between customers, suppliers, engineers, technicians, and management and is responsible for ensuring that service jobs are properly planned, documented, authorized, costed, followed up, and closed.
This position requires someone who is comfortable taking ownership of multiple ongoing jobs and who can remain organized and accurate when priorities change or urgent requirements arise.
Key Responsibilities
Service Coordination & Scheduling Coordinate technicians and engineers for workshop and field-service activities. Assist in planning daily and upcoming service jobs based on availability, job requirements, location, and priority. Ensure technicians receive the required job information, documentation, permits, tools, and logistical support before mobilization. Monitor ongoing service jobs and follow up with technicians, engineers, customers, and management where required. Identify scheduling conflicts, missing information, or potential delays early and escalate them appropriately.
Service Administration & Cost Control Prepare and maintain accurate service costing sheets in coordination with engineers and management. Register, update, track, and close service jobs in Zoho or similar ERP/service-management systems. Collect technician hours, material usage, supplier costs, service reports, and other information required to complete service files. Assist with preparation of quotations, service reports, delivery documentation, and invoicing support. Ensure every completed service job is commercially and administratively complete before closure.
Customer & Supplier Communication Act as an administrative point of contact for customers regarding service scheduling, documentation, mobilization, and job-status updates. Communicate professionally and clearly with customers, suppliers, technicians, and internal departments. Follow up actively on outstanding information, quotations, documentation, deliveries, approvals, and other service requirements. Provide clear and structured updates without requiring continuous follow-up from management.
Permits, Gate Passes & Access Documentation Arrange and coordinate gate passes, port passes, vessel access, work permits, and related documentation. Ensure applications are submitted correctly and sufficiently in advance of mobilization. Follow up on pending approvals and resolve documentation issues where possible. Maintain organized records of permits, passes, certificates, and customer documentation.
Internal Coordination Coordinate with engineers and technicians to obtain the information required for quotations, cost sheets, reports, and invoicing. Ensure internal procedures and deadlines are followed. Maintain organized digital records for each service job. Escalate missing information, commercial risks, delays, and customer concerns promptly.
General Administrative Support Support management with service-related reporting, document preparation, and follow-ups. Assist with general office administration connected to service operations. Maintain organized records and ensure important actions are not overlooked.
Requirements
We are specifically looking for a candidate who is:Highly organized and structured in their work. Experienced in service coordination, operations coordination, technical administration, project administration, or a similar role. Comfortable managing several service jobs and deadlines simultaneously. Strong in written and spoken English. Confident communicating with customers, suppliers, technicians, engineers, and management. Able to remain calm and professional when working under pressure. Strong in follow-up and able to ensure tasks are completed without constant supervision. Detail-oriented and careful with commercial figures, documentation, dates, and customer requirements. Proactive in identifying missing information or potential problems before they become urgent. Able to work independently while following company procedures. Proficient in Microsoft Excel, Outlook, Word, and general Microsoft Office applications. Experienced with Zoho, ERP, CRM, or service-management software is an advantage.
Experience within the marine, offshore, industrial, mechanical, hydraulic, heavy-equipment, shipyard, or technical-service industry is strongly preferred.
This Role Will Suit Someone Who Keeps their own task list and follows items through to completion. Does not wait for repeated reminders before taking action. Can distinguish between urgent, important, and routine requirements. Checks their work before submitting it. Communicates problems early rather than waiting until a deadline has already been missed. Is comfortable dealing with technicians in the field, demanding customers, suppliers, and changing schedules. Takes ownership of their responsibilities. Can work in a fast-paced environment.
This is not purely a receptionist or general office-administration position. The successful candidate will be directly involved in the day-to-day coordination and commercial administration of technical service operations.
What We Offer Competitive salary based on experience. UAE employment visa. Medical insurance. Exposure to marine, offshore, hydraulic, crane, and industrial service operations. Opportunity to develop within an internationally operating technical company.
If you are organized, reliable, commercially aware, and confident coordinating multiple technical service activities at the same time, we would like to hear from you.
Please submit your CV together with a short description of your previous experience coordinating service jobs, technicians, projects, or field activities.