About the Role: Responsibilities, Skills, and Requirements
Introduction
Ever wondered what it takes to keep the numbers and the day-to-day chaos of an interior fit-out company perfectly in sync? This role is for someone who finds satisfaction in a well-organized spreadsheet and takes pride in being the reliable backbone of a busy team. We're looking for an organized and detail-oriented Estimation & Administrative Officer to join our growing operation in Ajman, UAE. If you have a knack for turning project specs into precise numbers and can handle the email inbox like a pro, this might just be your next great move.
About the Company
We're a dynamic interior design and fit-out firm based in Ajman, with a portfolio that spans residential, commercial, and hospitality projects across the UAE. Our team is a close-knit group of designers, engineers, and project managers who genuinely enjoy what they do—and it shows in the quality of our work. We operate in a fast-paced environment where every project brings its own set of challenges, and we rely on people who can keep their cool while juggling multiple moving parts. There's no stiff corporate vibe here; we prefer a collaborative, roll-up-your-sleeves attitude where everyone's input matters.
What You'll Be Doing (Responsibilities)
- Preparing accurate cost estimations, quotations, and bill of quantities (BOQs) for a variety of interior design and fit-out projects—from initial concept through to final tender documents. You'll be the person who turns sketches and specs into realistic numbers that keep projects on track.
- Managing daily email correspondence with clients, suppliers, and subcontractors. This isn't just about hitting "send"—it's about crafting clear, professional responses that keep relationships smooth and projects moving forward without unnecessary back-and-forth.
- Coordinating with the design and project teams to ensure that all estimates align with the latest drawings and material selections. You'll be the bridge between creative vision and financial reality.
- Maintaining an organized filing system for all project documentation, including contracts, change orders, and supplier quotes. Future-you (and your colleagues) will thank you when something needs to be pulled up in a hurry.
- Assisting with procurement and vendor follow-ups, ensuring that quotes are received on time and that pricing stays within the approved budget. You'll also help identify potential cost-saving opportunities where they make sense.
- Supporting the management team with ad-hoc administrative tasks—whether it's preparing meeting minutes, updating project trackers, or helping with tender submissions when deadlines are tight.
What You'll Bring (Qualifications)
Must-Haves:
- Solid experience in estimation and administration within the interior design, fit-out, or construction industry—you know the difference between a provisional sum and a prime cost item without needing to look it up.
- Strong numerical and analytical skills, with the ability to prepare and review BOQs, cost breakdowns, and quotations with a high level of accuracy. Excel is your friend, and you know your way around formulas and formatting.
- Excellent written and verbal communication skills in English. You can draft a professional email that's both concise and polite, even when chasing a supplier for a late quote or clarifying a client's vague request.
- Impeccable organizational skills with the ability to prioritize tasks and meet deadlines in a busy environment. You don't just make to-do lists—you actually work through them.
- A proactive and problem-solving mindset. When something doesn't add up, you dig deeper rather than letting it slide.
Nice-to-Haves:
- Familiarity with estimation software or tools like PlanSwift, CostX, or similar.
- A background in interior fit-out projects specifically, with knowledge of materials and finishes commonly used in the UAE market.
- Proficiency in Arabic would be a definite bonus, as it helps when communicating with certain clients and suppliers.
Not sure you tick every box? We'd still love to hear from you—sometimes the best hires come from unexpected places.
Why You'll Love Working Here (Benefits & Perks)
- A supportive, family-like team culture where your contributions are actually noticed and appreciated. You won't be just another cog in the machine here.
- Hands-on experience across the full project lifecycle, from estimation through to handover. This is a fantastic opportunity to broaden your skills and grow within a company that values long-term commitment.
- Competitive salary package based on experience, with the potential for performance-based bonuses as the company grows.
- Convenient location in Ajman, with easy access from Sharjah and the northern Emirates—no Dubai traffic to battle every morning.
- Room for professional development, including opportunities to attend industry events and training sessions as they arise.
At the end of the day, we're looking for someone who takes pride in their work and wants to be part of a team that builds beautiful spaces. If that sounds like you, we'd love to chat.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
Walk me through how you’d prepare a bill of quantities for a fit-out project when the design team hands you only a concept sketch and a mood board. What’s your first move, and where do you focus your attention to avoid costly surprises later?
Tell me about a time when a supplier’s quote came in way over the approved budget. How did you handle it—both with the supplier and with the project team?
When you’re juggling three urgent tender deadlines and a client who keeps changing the scope, how do you decide what gets done first? Give me a real example of how you’ve managed that kind of pressure.
What’s your system for keeping track of dozens of project documents, contracts, and change orders? If I asked you to pull up the latest revision of a supplier quote from three months ago, how quickly could you find it—and what would your process be?
Suppose you notice a discrepancy between the latest drawings and the cost estimate that’s about to go out to a client. What do you do—do you flag it immediately, or try to resolve it yourself first? Walk me through your thinking.
Describe a time when you had to chase a supplier for a late quote or a subcontractor for missing information. How did you keep the relationship positive while still getting what you needed?
How comfortable are you with Excel—specifically with formulas, pivot tables, and formatting large cost breakdowns? Can you give me an example of a complex spreadsheet you’ve built from scratch and what it accomplished?
Tell me about a moment when you caught an error in a cost estimate or a BOQ that could have been costly if it had gone unnoticed. What did you do, and how did you prevent it from happening again?
In a fast-paced fit-out environment, the design team might change materials or finishes at the last minute. How do you stay flexible and keep your estimates aligned without getting frustrated or