Administrative Coordinator

About the job:
Administrative Coordinator

The Administrative Coordinator provides high-level administrative and coordination support to the Chief Commercial Officer (CCO). The role serves as a central point of coordination across commercial and operational functions, ensuring efficient workflow management, document control, departmental administration, reporting, and communication.

The position plays a key role in supporting executive priorities through effective organization, data processing, budget tracking, tax-related reporting coordination, and cross-functional liaison activities. The successful candidate will demonstrate exceptional organizational skills, multilingual communication capabilities, and the ability to prepare professional business documentation and reports in Arabic, English, and French.

• Employment Type:
  
  Permanent, Direct Hire
• Industry: Manufacturing
• Working
  
  Schedule:
  
  Sunday to Thursday, 8:00 AM – 4:00 PM

• Provide comprehensive administrative support to the Chief Commercial Officer and coordinate activities with the Chief Operating Officer.
• Manage calendars, appointments, meetings, and business schedules as required.
• Coordinate travel arrangements, accommodation bookings, and related logistics.
• Prepare meeting agendas, presentations, minutes of meetings, and follow-up action trackers.
• Screen, prioritize, and manage incoming correspondence and communications.
• Maintain confidentiality of sensitive business information and executive communications.

• Act as a liaison between commercial, operational, finance, and other internal departments.
• Coordinate departmental activities and ensure timely completion of assigned tasks and deliverables.
• Monitor and track action items arising from management meetings.
• Facilitate communication and information flow between stakeholders.
• Support management in implementing administrative processes and operational improvements.

• Maintain effective document control systems, ensuring accurate filing, retrieval, and record management.
• Draft, edit, proofread, and format professional business documents, reports, presentations, letters, and correspondence.
• Prepare executive summaries, management reports, and departmental updates in Arabic, English, and French.
• Ensure all documentation complies with internal standards and corporate requirements.

• Assist in monitoring departmental budgets and expenditures.
• Support the preparation and tracking of budget-related documentation.
• Coordinate basic tax reporting requirements and maintain supporting records.
• Liaise with finance teams regarding administrative and reporting matters.

• Collect, organize, manipulate, validate, and maintain business data from multiple sources.
• Generate routine reports, dashboards, and management summaries.
• Ensure accuracy and integrity of departmental data records.
• Support management decision-making through structured data presentation and analysis.

• Draft and translate professional correspondence, reports, presentations, and business documents in Arabic, English, and French.
• Ensure consistency, accuracy, and professionalism in all written communications.
• Serve as a communication bridge between multilingual stakeholders when required.

• Maintain efficient office administration processes and procedures.
• Coordinate logistics for meetings, workshops, and corporate events.
• Monitor administrative supplies and support procurement requests when necessary.
• Support continuous improvement initiatives aimed at enhancing administrative efficiency.

• Diploma in Administration, Business Administration, Office Management, or a related field.
• Secretarial vocational training or equivalent administrative certification is required.
• Minimum 5 years of experience in an administrative support role.
• Experience with in a corporate environment is strongly preferred.
• Experience supporting senior executives and cross-functional teams is highly desirable.

• Native or fluent Arabic speaker.
• Excellent command of written and spoken Arabic, English, and French.
• Proven ability to draft, edit, and prepare professional reports and business correspondence in all three languages.

• Advanced proficiency in MS Office suite
• Strong document formatting and presentation preparation skills.
• Excellent data processing and reporting capabilities.