Administrative And Traffic Coordination Assistant

The Role
The Administrative & Traffic Coordination Assistant is responsible for ensuring the smooth and efficient operation of the office while providing essential administrative and coordination support. The role combines strong organizational skills, attention to detail, and clear communication to support internal teams and ensure effective coordination of administrative and project-related activities. The position supports multiple departments and contributes to project traffic management, ensuring tasks, timelines, and deliverables are tracked and coordinated efficiently across Job Duties and Responsibilities: - Administrative & Office Support: Manage calendars, meetings, correspondence, reports, and travel arrangements. - Office Operations & Facilities Management: Oversee office supplies, vendor coordination, and facilities management. - Project Traffic & Coordination: Track projects, deadlines, and deliverables; maintain project trackers and follow up with teams. - Event & Project Support: Coordinate internal meetings, events, and support production logistics. - HR & IT Support: Assist with recruitment coordination, onboarding documentation, and IT asset tracking. - Communication & Collaboration: Act as a central coordination point across departments.

Requirements
Required Qualifications: - Bachelor's degree in Business Administration, Office Management or a related field. - Proven experience in office management, administrative support, or a similar role, preferably in a creative or advertising agency setting. - Strong organizational skills, with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment. - Excellent communication skills, both verbal and written, with a professional and friendly demeanor. - Proficiency in office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint). - Attention to detail and problem-solving skills, with the ability to anticipate needs, identify issues, and implement effective solutions. - Strong interpersonal skills, with the ability to interact with individuals at all levels of the organization and establish positive working relationships. - Discretion and confidentiality when handling sensitive information. - Proactive attitude, with a capacity to embrace challenges and an enthusiasm to take initiative in office coordination tasks. Required Competencies: - Organization and Time Management: Ability to manage multiple administrative and project-related priorities in parallel. - Attention to Detail: Strong accuracy in tracking tasks, timelines, and documentation. - Communication & Coordination: Clear, professional communication with internal teams and external partners. - Problem-Solving: Ability to anticipate issues, identify workflow gaps, and propose practical solutions. - Adaptability & Team Collaboration: Comfortable working in a fast-paced, project-driven environment. - Professionalism & Confidentiality: High level of discretion when handling sensitive information.

About the company
Space Oddity is a fully integrated advertising agency with offices in the UAE and Lebanon since 2009. Our eclectic team of talents believes that groundbreaking concepts come from a spotless know-how and a pinch of eccentricity.