Position: Office Coordinator
Position Overview
Office Coordinator is responsible for managing reception operations, providing comprehensive administrative assistance, supporting customer service activities, and coordinating cross-functional office and maintenance requirements. This role requires strong communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Front Office & Reception
- Welcome and assist visitors professionally; manage calls and correspondence.
- Maintain visitor logs, prepare gate passes, and enforce security procedures.
- Keep the reception and common areas clean, organized, and presentable.
Administrative & Office Support
- Provide general administrative and clerical support across departments.
- Maintain filing systems, prepare Daily Operations Reports (DOR), and support meeting scheduling.
- Manage inventory of office and pantry supplies.
- Prepare internal memos and circulate announcements when needed.
Finance & Payment Coordination
- Follow up with the Finance Department on pending payments.
- Maintain proper invoice records, especially for monthly processing and 30-day term files.
Office Maintenance
- Coordinate repairs and maintenance with external vendors.
- Ensure smooth functioning of office equipment (printers, phones, AC, etc.).
- Oversee cleanliness and overall upkeep of office premises.
Visitor & Staff Assistance
- Arrange refreshments and meeting requirements.
- Support the onboarding process (medical scheduling, attendance/face access setup, IDs, uniforms).
Customer Support & Process Coordination
- Handle daily customer support functions and assist in performance reporting.
- Work with external partners to understand and document workflows and SLAs.
- Maintain and update SOPs and process documentation for AV/customer support operations.
- Assist with ad hoc customer support projects, tasks, and cross-functional coordination.
Qualifications & Requirements
- Bachelor's degree.
- 3+ years of experience in customer support, service operations, or coordination roles.
- Excellent communication skills in English; Arabic is an asset.
- Pleasant, presentable, proactive, and adaptable.
- Strong organizational, problem-solving, and stakeholder-management skills.
- Proficient in Microsoft Office, especially Excel (Pivot Tables).
- Customer-oriented, approachable, and able to handle sensitive matters with professionalism.
- Ability to thrive in a fast-paced, tech-driven environment.
