Office Coordinator

Job Description

This is a full-time on-site role for an Office Coordinator. Will be responsible for managing day-to-day administrative tasks, handling phone calls, operating office equipment, and ensuring efficient customer service for an Events Agency. Additionally, will maintain communication channels within the office and support the events team with coordination tasks.

The ideal candidate should have a minimum of 4 years in corporate companies or Events companies or hotels.

This role is located in Dubai and offers a salary of AED 3500.

• Smooth running of all office operations and this will include all building and facilities management.
• Will be in-charge of the CEOs calendar and schedule
• Will have also an important role with Events team as an event coordinator as well , sending requests to hotels and suppliers and prepares quotes under the team supervision
• Assist in managing the company events.
• Maintain a good filing system as well as e-archive for administration documents
• Keeps a register of fixed assets and maintains an easy cross reference system of all company assets
• Manage office supplies and suppliers and be able to negotiate with them.
• Diary and calendar management
• Booking international travel arrangements
• Use a range of office software, including email, spreadsheets and databases, to ensure the efficient running of the office
• Manage communication with Governmental entities for administration purposes
• Maintain the condition of the office and arrange for necessary repairs
• Provide daily reports to the Management as requested
• Manage the daily schedule of the company driver(s)
• Check that data protection laws are being adhered to in relation to the storage of data, and review and update policies
• Liaising with the Companys partners to arrange regular testing and maintenance for office IT and technical assets
• Maintaining employees HR records and leaves.
• Must be familiar with basic personnel affairs including social insurance, recruitment, etc.
• Accounting background is preferable.
• Managing reception and switch board

Skills

The ideal candidates must have the following competencies:

• At least 3-5 yrs. experience in a corporate company, events agency or a hotel in a similar role.
• Educational background in business, administration, and management related fields. (Minimum diploma award)
• Advanced knowledge in Microsoft Suite (Word, PowerPoint, Excel, outlook)
• Fluency in written and spoken English is a must. Possessing another language will be an added advantage.
• High organizational skills with eye for details
• Possessing a can-do flexible attitude all the time and can work well under pressure.
• Pleasant approachable personality.
• Its not a 9-6 industry so calibers need to be flexible when it comes to working hours.
• Ability to work independently and be a trouble-shooter.
• Strong collaboration, communication, and interpersonal skills.
• Excellent time management skills
• Exceptional customer service skills
• Strong prioritization and organization skills.
• Ability to handle confidential information