ADMIN & OFFICE COORINATOR (FEMALE)

JOB DESCRIPTION: ADMIN & OFFICE COORDINATOR (FEMALE)

Position Summary

The Admin & Office Assistant provides comprehensive administrative, clerical, and secretarial support to ensure the smooth day-to-day functioning of the office. This role acts as the central coordination point between the CEO and the Design, Project, QS, Procurement, and Finance teams. The ideal candidate will manage the front office, maintain company compliance/legal documents, and assist in the business development cycle through proposal and tender preparation.

1. Front Office & Reception Management

• Reception Coverage: Act as the first point of contact; greet and assist clients, visitors, consultants, and suppliers professionally, coordinate client meetings, refreshments, and presentation setup. Ensure a professional front-office image aligned with company branding to maintain a high-end company image.
• Call & Inquiry Management: Efficiently handle the main telephone line and screen calls. Log all new client inquiries from phone, walk-ins, or social media and immediately route them to the correct department.
• Correspondence: Handle all incoming and outgoing mail, couriers, and digital correspondence (emails).
• Meeting Coordination: Prepare meeting rooms for client presentations, coordinate refreshments, and manage the CEO’s and office calendars.

2. Office Operations & Facility Management

• Premises Maintenance: Direct and supervise cleaning staff; conduct daily walkthroughs to ensure the office is clean, organized, and professional.
• Asset & Repair Control: Monitor office fixtures, fixed assets, and IT equipment. Report and follow up on all repairs to ensure a "repair-free" environment.
• Supplies & Inventory: Manage stock levels for pantry, stationery, and office consumables; coordinate with the admin team to raise purchase requests.
• Cost Tracking & Reduction: Maintain a detailed weekly log of office expenses. Monitor utility usage and stationery spend to suggest areas for cost reduction.

3. HR Coordination & Compliance

• Visa & Medical: Coordinate with staff and the PRO for new visa applications, renewals, and the issuance/renewal of staff medical cards.
• Attendance & Leaves: Monitor the daily staff attendance register and punctuality. Collect, track, and file sick leave forms and other supporting documents.
• Document Renewals: Proactively track and assist in the renewal of Company Licenses, Office rent agreements, and Staff housing rent agreements.
• Vehicle Administration: Ensure all company car Mulkiya (registrations) and insurance policies are renewed on time without penalties.
• Onboarding: Assist in the onboarding of new staff, including workspace setup and basic orientation.

4. Business Development & Departmental Support

• Proposal & Tender Management: Prepare and format professional proposals and tender documents in coordination with the Design and QS teams.
• Client Follow-up: Perform scheduled follow-ups (calls/emails) on sent proposals to track status and feedback.
• Procurement Support: Assist the Procurement and Finance teams by requesting quotations, preparing basic comparison sheets, and following up on supplier documents/invoices.
• Finance Support: Assist with invoice tracking, payment follow-ups (as instructed), filing VAT-related documents, and maintaining petty cash records.
• Document Control: Maintain a rigorous filing system (physical and digital) for Contracts, Proposals, Invoices, POs, Delivery Notes, and Project-specific documents.

5. Executive Support to the CEO

• Secretarial Assistance: Provide high-level support including calendar management, drafting memos/letters, and managing sensitive correspondence.
• Travel Management: Organize all travel arrangements for the CEO (flights, hotels, itineraries, and travel visas).
• Monitoring: Assist the CEO by monitoring company social media activity and inquiry emails to ensure effective business communication.
• Confidentiality: Maintain strict confidentiality regarding all company and management matters.

Candidate Requirements

• Experience: 3–5 years in a professional office environment (experience in Interior Design or Construction sectors is a plus).
• Technical Skills: Advanced proficiency in MS Office (Word for complex proposal formatting and Excel for expense/attendance logs).
• Communication: Exceptional verbal and written English with a professional phone manner.
• Organizational Ability: Must be able to multitask between reception duties and heavy document-based tasks (Tenders/HR/Compliance).

Job Type: Full-time