Recruitment & Office Coordinator

About The Role

We're looking for an organized, proactive, and dependable Recruitment & Office Coordinator to join our team onsite in Dubai.

This is a hands-on, fast-moving and multitasking role combining recruitment coordination, office administration, data management, finance follow-ups, and day-to-day operational support.

You'll help keep the office running smoothly while supporting recruitment across multiple roles, maintaining accurate records and trackers, coordinating interviews, managing administrative tasks, and following up on invoices and outstanding payments.

You'll often have several priorities running at the same time, so you need to know what requires immediate attention, what can wait, and how to make sure nothing gets forgotten.

There may also be periods when you'll be the only team member working from the office. We're looking for someone who is independent, patient, emotionally mature, comfortable with direct feedback, and able to remain calm and organized under pressure.

Most importantly, we need someone with strong follow-through. If something is pending, whether it's a candidate response, document, invoice, payment, or management request, you take ownership and follow it through until it is closed.

What You'll Do

Manage day-to-day office administration and coordination, including scheduling, documentation, correspondence, and general office requirements

Support recruitment across multiple roles by reviewing applications, profiling candidates, and preparing initial shortlists

Conduct initial candidate screening to assess experience, communication skills, professionalism, availability, and general role suitability

Coordinate interviews between candidates, hiring managers, and management

Follow up with candidates throughout the recruitment process and maintain a professional candidate experience

Maintain accurate and up-to-date candidate records, recruitment trackers, interview feedback, and documentation

Handle regular data entry, ensuring information is complete, accurate, correctly categorized, and easy to retrieve

Maintain organized spreadsheets, trackers, digital files, folders, and administrative records

Support the preparation and posting of job vacancies across recruitment platforms when required

Manage calendars, meetings, appointments, reminders, and internal coordination

Manage multiple tasks, deadlines, priorities, and follow-ups simultaneously without losing accuracy or organization

Prioritize incoming requests and adapt quickly when urgent tasks or changing priorities arise

Coordinate courier services, mail, documents, and deliveries

Support basic finance administration, including invoices, expenses, receipts, and payment documentation

Maintain accurate invoice and payment trackers, including due dates, payment status, follow-up dates, and outstanding actions

Follow up professionally and persistently on outstanding invoices and payments with clients and relevant contacts until resolved

Ensure the office remains organized, presentable, stocked, and running smoothly

Provide administrative and operational support to management when required

Proactively follow up on outstanding candidates, documents, payments, approvals, and actions without needing to be reminded

Requirements

Have 5+ years of experience in office administration, recruitment coordination, HR coordination, or a similar role

Are an excellent multitasker who can manage several responsibilities simultaneously while remaining organized and accurate

Have excellent data entry skills, with a high level of accuracy and attention to detail

Have exceptional organizational skills and can keep records, files, trackers, schedules, and documentation structured and up to date

Are highly proficient in Google Sheets or Microsoft Excel and comfortable managing structured data

Have experience reviewing CVs, coordinating recruitment, or conducting initial candidate screening

Have strong follow-up skills and are comfortable chasing outstanding actions, candidates, documents, invoices, and payments until they are closed

Are comfortable following up persistently and professionally on outstanding payments

Know how to prioritize urgent versus non-urgent tasks without needing constant direction

Are proactive and solutions-driven. You identify what needs attention and take action rather than waiting to be told

Are comfortable working independently and taking ownership of the office when other team members are offsite

Are patient, calm, and composed under pressure, even when several things need your attention at once

Are receptive to direct and constructive feedback and can make adjustments quickly without becoming defensive or taking feedback personally

Can handle changing priorities, disagreements, and challenging situations professionally

Communicate confidently and professionally with candidates, clients, suppliers, and internal stakeholders

Are confident using Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive

Are comfortable learning and working with recruitment platforms and other online tools

Are comfortable using AI tools to work faster and smarter, including supporting recruitment, research, communication, documentation, data organization, and everyday administrative tasks

Have a basic understanding of invoicing, expenses, payments, and administrative finance processes

Are professional and discreet when handling candidate, employee, financial, and company information

Are fluent in written and spoken English

Are currently based in Dubai and available to work onsite full-time

YALLA!

Let's make it happen.