Job Description

Office Coordinator

Work Location : Dubai

Role Purpose:

• The role holder is responsible for coordinating and overseeing all office activities and ensuring adherence to relevant company procedures and policies. The role holder is also responsible for assisting the head of department in all administrative and organizational matters in an efficient and effective manner.

Role & Responsibilities:

• Provide administrative support to the section head in all daily requirements that include filtering phone calls, prioritizing emails, diary management, scheduling appointments or meetings, travel arrangements, other general correspondence etc in order to provide assistance to the section head activities.
• Assist the section head in all budget planning activities related to the department and monitor monthly expenditures to ensure efficient use of budget allocations and assets, employment of cost-saving and environmental/energy friendly methods and products
• Act as the main point of contact for both internal and external stakeholders  
• Provide inputs to department processes and procedures and support their effective implementation as per corporate standards and guidelines to enable the department to meet its overall objectives.
• Coordinate and attend meetings, conferences, training as requested and represent the section head and communicate/follow up on plans to ensure timely implementation of action goals.
• Consolidate and summarize miscellaneous reports and documents and prepare background documents as necessary for section head review and decision making.
• Coordinate with Group IT and Procurement on the maintenance of all office equipment and coordinate with procurement department for procurement requests and approvals in a timely manner
• Act as the main point of contact for the guests/visitors to the company upon their arrival until departure and ensure visitors to the office are greeted and received warmly, given correct information, and directed to the respective person, meetings and offer assistance as appropriate ensuring effective customer service
• Coordinate with the hosts to serve beverages to visitors in reception/ meeting rooms as appropriate to ensure that visitors are well attended to as per company hospitality standards
• Maintain mail/courier log sheets on a daily/monthly basis to provide information and data for accurate invoicing
• Coordinate with the Driver/Messengers to monitor movements of collection and delivery of documents to avoid loss/error of documents in transit
• Act as a focal point of contact and coordinate for all meeting room requirements to ensure assistance in booking meeting rooms for scheduled meetings.
• Assist in ad hoc tasks as assigned to facilitate smooth operations for the business and ensure that the department meets its overall objectives.

Minimum Qualification:

• ·Degree in any discipline
• Knowledge of Office Management

Experience: 

• Minimum 3-4 years’ experience in a related role