Office Administrator & IMS Coordinator

Job Title
Office Administrator & IMS Coordinator

Reporting Line
Reports to: Managing Director / Operations Director

Functional coordination with:

• Safety, Quality & Compliance Lead (IMS governance)
• HR Officer (administrative system support only)
• Operations (site and contract documentation)

Role Purpose

The Office Administrator & IMS Coordinator is responsible for providing comprehensive office administrative support while coordinating and maintaining the Integrated Management System (IMS). The role ensures proper document control, audit preparation, compliance tracking, and general office administration to support business operations and certification requirements.

Key Responsibilities

Office Administration

• Manage day-to-day office administrative activities
• Handle correspondence, filing systems, and office documentation
• Coordinate meetings, schedules, and internal communications
• Support HR and Operations teams with administrative documentation
• Maintain records, reports, and databases
• Assist in preparation of contracts, proposals, and company profiles
• Ensure proper organization of office files (soft and hard copies)

IMS (Integrated Management System) Coordination

• Maintain and control IMS documentation and records
• Support implementation of ISO standards (ISO 9001, ISO 14001, ISO 45001)
• Prepare documentation for internal and external audits
• Track non-conformities, corrective actions, and improvements
• Ensure document version control and distribution
• Assist in conducting internal audits
• Coordinate with department heads on compliance requirements
• Maintain compliance registers and legal requirements tracking

Audit & Compliance Support

• Support certification and surveillance audits
• Ensure readiness for ISO audit assessments
• Follow up on audit findings and action plans
• Monitor compliance to company procedures and policies

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Quality Management, Operations, EHS, or similar
• ISO Internal Auditor training (9001 / 14001 / 45001) preferred but not mandatory

Experience

• 4–8 years total experience
• 2–4 years in IMS coordination, quality administration, document control, or QHSE administration
• Prior exposure to ISO internal and/or external audits essential
• Facilities management, cleaning, industrial services, or contracting experience advantageous

Skills & Competencies

• Strong administrative and organizational skills
• Good understanding of ISO standards and IMS systems
• Document control and reporting skills
• Communication and coordination ability
• Computer proficiency (MS Office)
• Ability to work under minimal supervision
• Attention to detail and compliance mindset

Job Type: Full-time

Pay: BD500.000 - BD550.000 per month

Education:

• Bachelor's (Required)