Administrative Coordinator

We are seeking a highly organized and proactive Administration Coordinator to join a dynamic and professional organization. This role is central to ensuring smooth day-to-day operations, coordinating facilities and administrative services, supporting internal stakeholders, and contributing to operational efficiency across the organization.

The successful candidate will play a key role in facility coordination, vendor management, reporting, administrative support, and finance-related administrative activities while maintaining high standards of service delivery and confidentiality.

• Manage facility bookings and maintain an accurate scheduling calendar.
• Support internal and external stakeholders by providing timely information and assistance regarding facility use and services.
• Coordinate event and meeting logistics, including room setup, equipment, catering, and support services.
• Liaise with vendors and service providers, maintaining strong working relationships and monitoring service quality.
• Conduct routine facility checks and support compliance with health, safety, and security standards.
• Monitor service delivery performance and ensure adherence to agreed service standards and timelines.

• Provide administrative and operational support to senior management.
• Coordinate meetings, prepare presentations, reports, and business documentation.
• Maintain organized filing systems and ensure accurate record management.
• Track departmental initiatives, action items, and project progress.
• Facilitate communication and coordination with internal departments and external stakeholders.
• Support special projects and operational initiatives as required.

• Assist with administrative finance processes, documentation, and reporting activities.
• Maintain procurement and purchase order records and tracking logs.
• Support expense reimbursement processes in accordance with established procedures.
• Coordinate with relevant finance teams on administrative financial matters.
• Contribute to KPI tracking and monthly operational reporting.

• 3 to 5 years of experience in administration, operations, facilities coordination, or a similar role.
• Experience handling multiple responsibilities across administration, logistics, stakeholder coordination, and finance support.
• Familiarity with vendor management, service-level monitoring, and facility scheduling systems.
• Experience dealing with confidential information and maintaining professional discretion.

• Excellent communication and interpersonal skills.
• Strong organizational, coordination, and time-management abilities.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Strong attention to detail and problem-solving capabilities.
• Ability to work independently while managing competing priorities in a fast-paced environment.

• Bachelor's degree in Business Administration, Facilities Management, Information Technology, or a related field.
• Professional certifications in office administration or facilities management are an advantage.
• Fluency in English is required;
  Arabic language skills are a plus.