Administrative Operations Specialist

Job Purpose:

The Administrative Operations Specialist is responsible for overseeing efficient operations by anticipating customer needs, streamlining workflows, solving problems, and ensuring compliance with company procedures. Supports quality assurance, payment processing, documentation, client and vendor relations, and adapts to changing daily requirements.

Duties & Responsibilities:

Planning and coordinating communication and event projects with internal management, departments, stakeholders, and third-party contractors to ensure smooth collaboration and alignment with operational goals.

Assisting in developing schedules, templates, and processes to standardize and streamline communication and event activities for greater efficiency.

Ensuring proper coordination and mobilization of resources during projects execution to achieve successful delivery and timely close-out.

Creating, maintaining, and monitoring project schedules, budgets, and expenditures to support financial accountability and operational success.

Providing professional expertise and follow-up on assigned projects to ensure objectives are achieved within safety, quality, budget, and schedule requirements.

Managing activity budgets in line with project objectives and operational plans to guarantee adequate funding and resource allocation.

Monitoring expenses against approved budgets and reconciling variances to strengthen performance and cost control.

Organizing and participating in events and meetings relevant to assigned projects to ensure engagement and follow-through on project requirements.

Coordinating and monitoring progress of work performed by project teams, contractors, and consultants, identifying bottlenecks, and recommending corrective actions to ensure timely completion.

Ensuring project adherence to frameworks, while maintaining all necessary documentation for accountability and compliance.

Documenting and following up on critical actions and decisions from meetings to maintain progress and alignment.

Flagging high-level, non-technical risks that may jeopardize delivery to enable proactive risk management.

Reporting on project progress and related activities to provide transparency and continuous improvement.

Job Specifications: Education & Qualifications:

Bachelor's degree in Event Management, Business Administration, Marketing, or a related field.

Certification in event planning, hospitality, or project management is a plus.

13 years of proven experience in event coordination or operations, preferably in media, publishing, or entertainment.

Hands-on involvement in logistics, vendor management, and live event execution.

Exposure to budgeting, financial tracking, and post-event reporting.

Proficiency in MS Office, project management tools, and event software (registration systems, scheduling tools).

Strong written and verbal communication skills in English; Arabic proficiency is highly desirable.

Demonstrates track record of project management.

Using programmers such as Adobe Acrobat Pro, Illustrator, Photoshop, AutoCAD will be an added value.