About The Position
Position:
Project & Operations Coordinator
Place of Employment:
Dubai
Summary Of Role
A highly organised and proactive
Project & Operations Coordinator who supports the smooth running of business operations and key projects. The role combines project coordination, administrative support, diary and meeting management, document organisation, stakeholder follow-up, and general operational support.
A reliable and detail-oriented individual, comfortable chasing actions and able to keep multiple workstreams moving without needing constant supervision.
TASKS & RESPONSIBILITY
Project Coordination
- Work closely with senior stakeholders and the GM.
- Support the planning, coordination, and delivery of internal and external projects.
- Maintain project trackers, timelines, action logs, and status updates.
- Follow up with internal teams, suppliers, and external partners to ensure deadlines are met.
- Arrange project meetings, prepare agendas, take notes, and circulate action points.
- Monitor progress and highlight delays, risks, or blockers to management.
- Organise project documentation, including contracts, proposals, reports, and supporting materials.
Administrative & Operational Support
- Provide general administrative support to senior management and the wider team.
- Manage calendars, schedule meetings, and coordinate calls where required.
- Prepare meeting packs, presentations, reports, and basic correspondence.
- Maintain organised digital filing systems and records.
- Assist with onboarding suppliers, consultants, clients, or partners.
- Support invoice tracking, purchase orders, expenses, and basic finance administration.
- Coordinate travel, events, workshops, or team activities where needed.
Communication & Stakeholder Management
- Act as a point of contact between internal teams and external stakeholders.
- Draft and send professional emails, reminders, and follow-ups.
- Ensure key information is captured, shared, and actioned.
- Maintain confidentiality when handling sensitive business, legal, commercial, or HR information.
Experience / Personal Requirements
Required Skills & Experience
- Previous experience in project coordination, operations, executive support, or administrative roles.
- Strong organisational and time management skills.
- Excellent written and verbal communication skills.
- Comfortable managing multiple priorities simultaneously.
- Strong attention to detail.
- Confident using Microsoft Office, Google Workspace, Slack, Zoom, and project management tools.
- Able to work independently and take initiative.
- Professional, discreet, and reliable.
Desirable
- Experience working in a startup, legal, fintech, crypto, tech, or professional services environment.
- Experience using tools such as Trello, Monday.com, or Notion.
- Basic understanding of contracts, compliance, operations, or client onboarding processes.
- Ability to prepare simple reports, dashboards, or management updates.
Personal Attributes
- Proactive and solutions-focused.
- Calm under pressure.
- Comfortable chasing people diplomatically.
- Highly organised and structured.
- Trustworthy and discreet.
- Commercially aware.
- Able to turn vague instructions into clear actions.
