Administrative Coordinator

JOB PURPOSE:

The Administration Coordinator plays a central role in managing our organization's facilities bookings, ensuring smooth operational support, coordinating internal and external client services, and maintaining compliance with service standards. The position also involves financial assistance, vendor coordination, internal reporting, and administrative support to Finance and Procurement officer under the supervision of Director of Administration, as well as providing first-level departmental support.

KEY ACCOUNTABILITIES:

• Guide internal and external clients on using our facilities, provide accurate service information, and respond to all routine inquiries professionally.
• Maintain the facility booking calendar, ensuring up-to-date availability and proper scheduling.
• Coordinate with support staff (pantry, reception, drivers, security, IT) for event setups, equipment arrangements, and overtime requirements.
• Liaise with external vendors such as catering companies and hotels; maintain a preferred vendor database.
• Oversee routine facility checks and ensure compliance with security and health and safety standards.
• Track and follow up on facility service charges, payments, and refunds (if any).
• Monitor SLA compliance wherever applicable on service quality, turnaround time, and vendor performance.
• Ensure confidentiality and secure handling of client and internal information.
• Provide daily administrative assistance to the Director of Administration for file management, meeting coordination, reporting, and ongoing initiatives.
• Assist with preparation of presentations, operational reports, and project updates.
• Maintain a filing and retrieval system for operational and administrative records, including meeting documentation.
• Track progress of departmental tasks and support timely completion of strategic projects.
• Coordinate internal communication between Administration and other departments or stakeholders.
• Support special operational assignments or initiatives as directed by the Director of Administration
• Assist the Finance and Procurement Officer in preparing financial reports, document handling, reconciliation activities, and resource database updates.
• Coordinate with Finance team on administrative finance matters.
• Maintain and update PR/PO logs and job cards.
• Provide level 1 support to Finance and Procurement officer for reimbursement of operational and judicial-related expenses in line with established procedures.
• Track operational KPIs and contribute to the monthly facility and finance reporting.

QUALIFICATIONS, EXPERIENCE and SKILLS:

• Bachelor’s degree in Business Administration, Facilities Management, Information Technology or related field is preferable.
• Certification in facilities or office administration is advantageous.
• Fluency in English is required; knowledge of Arabic is a plus.
• 3–5 years of experience in administrative support, facilities coordination, or operations roles.
• Proven ability to multitask and handle a combination of logistics, finance, and client-facing duties.
• Familiarity with SLA monitoring, facility booking systems, and vendor coordination.
• Experience in managing confidential documents and internal workflows.
• Excellent communication and interpersonal skills with both internal teams and external vendors/clients.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong coordination, time management, and organizational abilities.
• Ability to maintain professionalism, discretion, and confidentiality in all tasks.
• Detail-oriented with good problem-solving and reporting skills.