About the Role
We 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 Responsibilities
Facilities & Operations Coordination
- Manage 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 Support
- Provide 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 Support
- Assist 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 For
Experience
- 3 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.
Skills
- Excellent 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.
Qualifications
- Bachelor'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.
