Requirements
The ideal candidate will have 3-5 years of experience in administration, operations, facilities coordination, or a similar role, with a Bachelor's degree in Business Administration, Facilities Management, Information Technology, or a related field. Proficiency in Microsoft Office Suite, strong organizational and communication skills, and experience with vendor management and facility scheduling systems are essential. Professional certifications in office administration or facilities management are advantageous.
Description
About the RoleWe are seeking a highly organized and proactive Administration Coordinator to join a dynamic and professional organization. This role is central to ensuring smooth day-to-day operations, coordinating facilities and administrative services, supporting internal stakeholders, and contributing to operational efficiency across the organization.The successful candidate will play a key role in facility coordination, vendor management, reporting, administrative support, and finance-related administrative activities while maintaining high standards of service delivery and confidentiality.Key ResponsibilitiesFacilities & Operations CoordinationManage facility bookings and maintain an accurate scheduling calendar.Support internal and external stakeholders by providing timely information and assistance regarding facility use and services.Coordinate event and meeting logistics, including room setup, equipment, catering, and support services.Liaise with vendors and service providers, maintaining strong working relationships and monitoring service quality.Conduct routine facility checks and support compliance with health, safety, and security standards.Monitor service delivery performance and ensure adherence to agreed service standards and timelines.Administrative SupportProvide administrative and operational support to senior management.Coordinate meetings, prepare presentations, reports, and business documentation.Maintain organized filing systems and ensure accurate record management.Track departmental initiatives, action items, and project progress.Facilitate communication and coordination with internal departments and external stakeholders.Support special projects and operational initiatives as required.Finance & Reporting SupportAssist with administrative finance processes, documentation, and reporting activities.Maintain procurement and purchase order records and tracking logs.Support expense reimbursement processes in accordance with established procedures.Coordinate with relevant finance teams on administrative financial matters.Contribute to KPI tracking and monthly operational reporting.What We Are Looking ForExperience3 to 5 years of experience in administration, operations, facilities coordination, or a similar role.Experience handling multiple responsibilities across administration, logistics, stakeholder coordination, and finance support.Familiarity with vendor management, service-level monitoring, and facility scheduling systems.Experience dealing with confidential information and maintaining professional discretion.SkillsExcellent communication and interpersonal skills.Strong organizational, coordination, and time-management abilities.Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.Strong attention to detail and problem-solving capabilities.Ability to work independently while managing competing priorities in a fast-paced environment.QualificationsBachelor's degree in Business Administration, Facilities Management, Information Technology, or a related field.Professional certifications in office administration or facilities management are an advantage.Fluency in English is required; Arabic language skills are a plus.