Operation Coordinator - Business Setup (Mainland)

Role Overview

Operations Coordinator – Business Setup (Mainland) at Ontime Healthcare. The role is based in the UAE and focuses on managing end-to-end Mainland company formation processes.

Role Purpose

Coordinate and manage the complete Mainland company formation process in the UAE, from initial client requirements assessment through trade name reservation, initial approval, documentation, licence issuance and post-licensing support. Independently manage multiple company formation cases while ensuring accuracy and timely processing.

Key Responsibilities

Application Management

• Manage the end-to-end Mainland company formation process from initial application to trade licence issuance.
• Handle DED/DET Mainland licence applications, renewals, amendments, cancellations and related transactions.
• Track all Mainland applications and ensure timely completion.
• Prepare, review and submit client documents to ensure applications are complete and accurate.

Business Setup Coordination

• Coordinate trade name reservation, initial approval, activity selection and licence issuance.
• Handle different types of Mainland licence activities and understand the documentation requirements for each.
• Coordinate LLC/company formation, shareholder and manager-related documentation.
• Coordinate MOA preparation, notarisation and amendments where applicable.
• Assist clients with selecting appropriate business activities and understanding Mainland setup requirements.

Government Relations & Follow-up

• Follow up on DED/DET approvals and government transactions.
• Coordinate with government authorities and internal PRO teams to resolve pending or rejected applications.
• Coordinate tenancy/Ejari requirements related to Mainland licence issuance.

Client & Stakeholder Communication

• Keep clients updated regarding application status, required documents, approvals and next steps.
• Provide post-licensing support, including licence amendments, renewals, activity additions/removals and company changes.

Documentation & Records

• Maintain accurate records of all company formation and licensing transactions.

Qualifications & Experience

• 2–4 years of hands-on UAE Mainland business setup experience.
• Strong practical knowledge of DED/DET company formation procedures.
• Experience handling Mainland trade licence applications from start to finish.
• Good understanding of business activities, licence types and company formation requirements.
• Experience with LLC formation, MOA, initial approval, trade name and licence issuance.
• Knowledge of related government procedures such as MOHRE and Immigration is an advantage.
• Previous experience in a UAE business setup consultancy is highly preferred.

Skills & Competencies

• Strong follow-up and coordination skills.
• Good communication and client-handling skills.
• Ability to manage multiple company formation cases simultaneously.
• Detail-oriented approach to processing applications accurately.