Office Coordinator

About the Role

We are looking for a proactive and highly organized Office Coordinator to manage the day-to-day operations of our office and provide general administrative support across the team. This role sits at the heart of the office, ensuring everything runs smoothly — from supplies and vendors to travel and events.

Reporting directly to the [Manager Name/Title], the Office Coordinator will also provide light-touch support on People administration tasks (such as maintaining employee records, supporting onboarding/offboarding logistics, and scheduling). This is not a core HR role — confidential and substantive HR matters remain with the manager — but a working knowledge of basic administrative processes around employees is a plus.

This is an excellent opportunity for someone who thrives on structure, enjoys being the go-to person for getting things done, and takes pride in keeping an office running efficiently.

Key Responsibilities

Office Operations & Administration

• Manage day-to-day office operations, ensuring a well-organized and functional workplace
• Oversee office supplies, equipment and inventory — ordering, restocking and tracking usage
• Coordinate with vendors and suppliers for office maintenance, services and deliveries
• Manage incoming/outgoing deliveries and shipments
• Arrange domestic and international travel bookings for employees as needed
• Plan and coordinate office events, team activities and small gatherings
• Maintain trackers, checklists, records and filing systems (physical and digital)
• Act as the primary point of contact for employees on office-related queries

Cross-functional Coordination

• Liaise with employees, suppliers and internal teams to ensure smooth day-to-day coordination
• Follow up proactively on outstanding tasks, requests and action items until resolved
• Support the wider team with ad hoc administrative tasks as required

People Administration Support(non-core, reporting-manager oversight)

• Maintain employee files and trackers (e.g. leave records, document trackers)
• Collect and organize employee documents
• Support the logistics of onboarding and offboarding (e.g. equipment setup, welcome packs, access arrangements, exit checklists)
• Schedule meetings and interviews, and follow up on related routine actions
• Escalate any confidential or sensitive matters directly to the manager

Requirements

• At least 3 years experience in office administration, office coordination or a similar support role
• Highly organized, reliable, and able to manage multiple administrative tasks simultaneously
• Strong follow-up skills and excellent attention to detail
• Comfortable coordinating with employees, suppliers and internal teams at all levels
• Proven ability to manage office supplies, vendors, equipment, deliveries, travel arrangements and office events
• Confident maintaining trackers, checklists, records and filing systems
• Good written and spoken English
• Confident using Google Workspace, Slack and spreadsheets
• Previous exposure to basic HR administration is helpful but not essential
• Based in Dubai and comfortable working full-time from the office
• Practical, proactive and willing to take ownership of routine administrative work

What Success Looks Like

• The office runs smoothly with minimal disruption; supplies, vendors and deliveries are well managed
• Employees have a reliable point of contact for office and administrative needs
• Trackers, records and filing systems are consistently accurate and up to date
• Onboarding/offboarding logistics are handled smoothly and on time
• Routine follow-ups are closed out without needing repeated reminders