Office Coordinator​/Personal Assistant

Company Description

Delta Insurance Services L.L.C. is an established insurance brokerage firm providing professional insurance solutions to individuals and businesses across the UAE. We work closely with our clients to understand their requirements, arrange suitable insurance coverage, and provide ongoing support throughout the policy period. We are committed to maintaining high standards of professionalism, confidentiality, customer service, and long-term client relationships.

Employment Type:

Full-time, On-site

Location:

Sharjah, United Arab Emirates

We are looking for an experienced and highly organized Office Coordinator / Personal Assistant to support the General Manager and assist with the smooth day-to-day operation of the office.

The successful candidate will be responsible for managing schedules, coordinating meetings, handling correspondence, organizing documents, following up on pending matters, and supporting communication between management, employees, clients, insurance companies, and other external parties.

This position requires excellent organizational skills, strong attention to detail, professionalism, confidentiality, and the ability to manage several responsibilities in a fast-paced working environment.

• Manage the General Manager’s calendar, appointments, meetings, and daily schedule.
• Arrange and coordinate internal and external meetings, including preparing documents and following up on action points.
• Handle incoming telephone calls, emails, correspondence, and general inquiries professionally.
• Draft, review, and format emails, letters, reports, presentations, and other business documents.
• Maintain organized electronic and physical filing systems.
• Follow up with employees, clients, insurance companies, suppliers, and other parties on pending matters.
• Coordinate travel arrangements, bookings, appointments, and business schedules when required.
• Welcome visitors and ensure they are directed to the appropriate person or department.
• Support the daily administrative and operational requirements of the office.
• Monitor office supplies, equipment, stationery, and general office requirements.
• Coordinate with different departments to ensure tasks and management instructions are completed on time.
• Prepare meeting agendas, take minutes when required, and maintain records of decisions and follow-up actions.
• Assist with confidential company, employee, and management-related documents.
• Maintain accurate records, contact lists, calendars, and administrative trackers.
• Assist in organizing company meetings, events, staff activities, and management appointments.
• Perform any other administrative or coordination duties assigned by management.

• Minimum of two years of previous experience in an Office Coordinator, Personal Assistant, Executive Assistant, Administrative Assistant, or similar position.
• Diploma or bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
• Previous experience supporting senior management or a General Manager is an advantage.
• Experience in the insurance, financial services, or professional services sector is an advantage but not mandatory.

• Strong organizational and time-management skills.
• Ability to prioritize responsibilities and manage multiple tasks effectively.
• Excellent written and verbal communication skills in English.
• Professional telephone etiquette and customer service skills.
• Strong knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Ability to draft professional emails, letters, and business correspondence.
• High level of attention to detail and accuracy.
• Ability to work independently and follow instructions carefully.
• Professional appearance and behavior.
• Strong follow-up and coordination skills.
• Ability to handle confidential and sensitive information with discretion.
• Reliable, responsible, proactive, and able to work under pressure.

The ideal candidate is professional, organized, dependable, and confident in communicating with different stakeholders. The candidate should be able to anticipate administrative needs, follow up consistently, and ensure that daily office and management requirements are handled efficiently and on time.