Office Coordinator (Administration, Executive Support & HR Coordination)

Office CoordinatorAdministration, Executive Support & HR Coordination

Location: Dubai, UAE
Company: Business & Finance Group
Employment Type: Full-time
Department: Administration / Executive Office
Work Location: Office-based, Dubai Media City

Job Summary

We are looking for an organized and professional Office Coordinator to manage daily office operations while supporting senior leadership with administrative tasks, scheduling, follow-ups, and coordination.

This role combines office administration, executive support, vendor coordination, basic HR support, and internal workflow management. The ideal candidate should be proactive, reliable, detail-oriented, and able to keep the office running smoothly in a fast-paced environment.

Key Responsibilities

• Manage day-to-day office operations and administrative activities.
• Provide executive support, including calendar management, meeting coordination, reminders, and follow-ups.
• Handle incoming calls, emails, visitors, and official correspondence professionally.
• Maintain organized records, files, documents, reports, and office systems.
• Manage office supplies, stationery, equipment, vendors, and general office maintenance.
• Coordinate with internal teams to support smooth workflows and task execution.
• Support HR coordination, including scheduling interviews, communicating with candidates, collecting documents, and assisting with onboarding.
• Act as a main point of contact for visitors, clients, suppliers, partners, and internal staff.
• Assist in organizing company meetings, internal activities, business visits, and event logistics when required.
• Prepare basic reports, meeting notes, presentations, and administrative documents.
• Track office expenses, invoices, purchase requests, and supplier follow-ups when needed.
• Handle confidential information with professionalism and discretion.
• Support urgent tasks and changing priorities calmly and efficiently.

Requirements

• Proven experience as an Office Coordinator, Office Administrator, Office Manager, Executive Assistant, Administrative Assistant, or similar role.
• Strong administrative, coordination, and organizational skills.
• Excellent communication and interpersonal skills.
• Professional phone etiquette and ability to deal with clients, visitors, vendors, and senior management.
• Strong follow-up skills and attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to prepare emails, reports, meeting notes, and office documents.
• High level of professionalism, discretion, and confidentiality.
• Flexible, proactive, and able to adapt to changing priorities.
• Bachelor’s degree in Business Administration, Management, Office Administration, or a related field is preferred.

Preferred Skills

• Experience supporting senior leadership or executive offices.
• Experience assisting with recruitment, interview scheduling, onboarding, or HR coordination.
• Experience in media, editorial, events, corporate, or professional services environments.
• Familiarity with office vendors, suppliers, maintenance coordination, and procurement basics.
• Arabic language skills are an advantage.
• Experience organizing meetings, business visits, and event logistics is a plus.

What We Offer

• A professional work environment in Dubai Media City.
• Exposure to executive office operations, administration, HR coordination, and event support.
• Opportunity to work closely with senior leadership and internal teams.
• A role where organization, reliability, and follow-through are valued.

Job Type: Full-time

Pay: AED4,000.00 - AED6,000.00 per month

Work Location: In person