administrative project coordinator

Confidential

<div>
 
 We are seeking a proactive, highly organized Administrative Coordinator to provide comprehensive administrative support to our Regional Managers. The ideal candidate is tech-savvy, highly competent with Word and Excel, comfortable learning and using any computer system, and excels at building relationships and working as part of a team. This role will coordinate administrative operations across regions and support fleet-related documentation and processes to ensure smooth, compliant, and efficient operations.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Provide day-to-day administrative support to regional managers, including calendar management, meeting coordination, travel arrangements, and expense reporting.
 </li>
 <li>
 Prepare, format, and proofread documents, presentations, and reports in Word, Excel, and PowerPoint.
 </li>
 <li>
 Manage data entry, spreadsheets, and reporting (fleet metrics, regional KPIs, maintenance logs, budgets, and inventory).
 </li>
 <li>
 Maintain accurate vehicle and driver records.
 </li>
 <li>
 Assist with procurement, purchase requisitions, purchase orders, invoices, and basic AP/AR tasks.
 </li>
 <li>
 Respond professionally to internal and external inquiries via phone, email, and in person; escalate issues appropriately.
 </li>
 <li>
 Maintain filing systems (electronic and paper), document control, and confidentiality of sensitive information.
 </li>
 <li>
 Support onboarding for regional/fleet staff (equipment, logins, documentation) and help coordinate training sessions.
 </li>
 <li>
 Assist with compliance and audit preparations by gathering documentation and maintaining records.
 </li>
 <li>
 Identify process improvement opportunities and help implement administrative best practices.
 </li>
 <li>
 Provide occasional support for ad hoc projects and cross-functional team tasks.
 </li>
 </ul>
 
 
 
 
 
 Minimum requirements of the role:
 
 
 <ul>
 <li>
 2+ years of administrative experience supporting managers or teams; experience with fleet or field operations is an advantage.
 </li>
 <li>
 Strong computer skills and demonstrated ability to learn and work any computer system, fast and accurate data entry.
 </li>
 <li>
 Advanced proficiency in Microsoft Word and Excel (formulas, pivot tables, VLOOKUP/XLOOKUP, charts).
 </li>
 <li>
 Proficient with Outlook (email/Callander), Teams and comfortable with Microsoft 365.
 </li>
 <li>
 Excellent interpersonal and communication skills.
 </li>
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 Strong attention to detail, time management and organizational skills, ability to priorities competing demands.
 </li>
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 Demonstrates the ability to work independently and collaborates in team environment.
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 High level of discretion and ability to handle confidential information.
 </li>
 <li>
 Reliable, punctual and adaptable to changing business needs.
 </li>
 </ul>
 
 
</div>

Administrative Coordinator (Project Coordinator)

Schematic Engineering Consultants

Administrator / Project Coordinator &ndash; DubaiCompany: Schematic Engineering Consultants Location: Dubai, UAE Job Type: Full-time, Permanent Salary: AED 3,000 &ndash; AED 5,000 per monthAbout UsSchematic Engineering Consultants is a leading architecture and engineering consultancy based in the UAE, delivering innovative and high-quality design and project management solutions. We are seeking a dedicated and detail-oriented Administrator / Project Coordinator to join our growing team. This role is vital to ensuring smooth office operations, efficient project support, and effective communication with clients, contractors, and authorities.Key Responsibilities<ul><li>Office &amp; Information Management: Maintain an organized and efficient office environment, handling all communications and document control.</li><li>Document Management: Oversee printing, scanning, emailing, distribution, and filing of all project-related documents.</li><li>Budget &amp; Procurement: Assist in preparing budgets, track expenditures, and manage purchase of office supplies and stationery.</li><li>Meetings &amp; Events: Schedule meetings, prepare agendas, take minutes, and arrange venues and refreshments.</li><li>Representation: Represent the firm in communications and stakeholder interactions as needed.</li><li>Travel Coordination: Arrange transport and accommodation bookings for staff.</li><li>Policy &amp; Compliance: Draft and update administrative policies, ensuring compliance with company standards and UAE regulations.</li><li>Database Management: Create and maintain project and client databases.</li><li>Government Portals: Manage submissions and interactions with authorities including DM, DDA, DCD, DEWA, and RTA.</li><li>Communication: Serve as the central point of contact for internal and external communications.</li><li>Project Support: Provide administrative support to engineers and project managers, ensuring deadlines and quality standards are met.</li></ul>Qualifications &amp; Skills<ul><li>Minimum 2 years&rsquo; experience as an Administrative Assistant / Project Coordinator in an engineering consulting firm (required).</li><li>Proven experience in handling DM, DDA, DCD, DEWA, and RTA portals (required).</li><li>Bachelor&rsquo;s degree (required).</li><li>Strong organizational and multitasking skills.</li><li>Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).</li><li>Excellent written and verbal communication skills in English.</li><li>Ability to handle sensitive information with discretion and confidentiality.</li><li>High level of professionalism, problem-solving ability, and initiative.</li><li>Strong interpersonal skills for liaising with clients, consultants, and government authorities.</li><li>Must be based in Dubai, with ability to commute or relocate before starting.</li></ul>Job Details<ul><li>Job Type: Full-time, Permanent</li><li>Pay: AED 3,000 &ndash; AED 5,000 per month (based on experience and qualifications)</li><li>Location: Dubai, UAE (required)</li><li>Experience: Engineering consulting firm &ndash; 2 years minimum (required)</li><li>Certification: Demonstrated experience with DM/DDA/DCD/DEWA/RTA portals (required)</li></ul>Why Join Us?<ul><li>Be part of a dynamic and reputable consulting firm in Dubai.</li><li>Work on high-profile architectural and engineering projects.</li><li>Supportive team environment with opportunities to grow and learn.</li><li>Exposure to UAE authorities and regulatory processes.</li></ul>How to Apply Interested candidates are invited to send their CV to hr@schematiceng.com, mentioning &ldquo;Administrator / Project Coordinator &ndash; Dubai&rdquo; in the subject line.Job Type: Full-timePay: AED3,000.00 - AED5,000.00 per monthAbility to commute/relocate:<ul><li>Dubai: Reliably commute or planning to relocate before starting work (Required)</li></ul>Education:<ul><li>Bachelor's (Required)</li></ul>Experience:<ul><li>consulting: 2 years (Required)</li></ul>License/Certification:<ul><li>Experience of handling DM/DDA consulting authority portals (Required)</li></ul>

Office Administrator/Project Coordinator

Venco Imtiaz Contracting Co

Job descriptionJob Title: Project Coordinator/Site AdminLocation: Dubai, UAEJob Type: Full Time / PermanentIndustry: Building ContractingIMMEDIATE JOINERS ONLYKey Responsibilities:<ul><li>Provide administrative support to the site team and assist the Project Manager as required.</li><li>Manage site office operations, including document filing, correspondence, and record-keeping.</li><li>Maintain attendance records and ensure accurate daily timekeeping for all site personnel.</li><li>Collect and verify timesheets, track overtime, and prepare attendance reports.</li><li>Coordinate with HR for staff mobilization, leave requests, and other personnel matters.</li><li>Assist in payroll processing by providing accurate attendance and timekeeping data.</li><li>Handle procurement of office supplies and maintain inventory for site needs.</li><li>Organize and schedule meetings, prepare agendas, and take minutes.</li><li>Assist in preparing and submitting site reports and documentation.</li><li>Coordinate communication between the site team, head office, subcontractors, and suppliers.</li><li>Ensure compliance with company policies and procedures at the site level.</li><li>Support health and safety compliance by maintaining safety records and assisting in safety briefings.</li><li>Manage visitor access and site security protocols.</li><li>Handle site-related logistics, including accommodation and transportation arrangements for site staff.</li><li>Address general inquiries and provide administrative support to team members as needed.</li></ul>Requirements:<ul><li>Bachelor&rsquo;s degree or diploma in Business Administration, Project Management, or a related field.</li><li>4 years of experience as a Site Admin or a Time Keeper in the building contracting in UAE.</li></ul>Job Type: Full-timePay: AED2,500.00 - AED5,000.00 per monthApplication Question(s):<ul><li>What is your salary expectation?</li><li>This position requires immediate joiners only. Can you join immediately? If not, What is your notice period?</li></ul>Experience:<ul><li>Project Coordinator/Site Admin in building contracting: 4 years (Required)</li></ul>

Project Coordinator/Site Admin

Mirodec Gulf

URGENT HIRING!!FEMALE Administrative Coordinator (with logistics Experience)QUALIFICATIONS:<ul><li>Preferably Fili pi no</li><li>Knowledgeable in handling import &amp; export shipments/logistics work</li><li>Able to multitask and work under pressure</li><li>UAE Freshers are welcome to apply.</li><li>Bachelor's Degree</li><li>MUST BE ABLE TO JOIN IMMEDIATELY</li></ul>RESPONSIBILITIES:<ul><li>Handling coordination and documentation of import and export shipments (Invoice, PL, COO, GCC/Arab League Certificate, Duty Exemption, MOFAIC etc.)</li><li>Application/Renewal of Business Import Code &amp; other licenses related to Shipment</li><li>Handling Receptionist duties such as answering calls, assisting visitors etc.</li><li>Responding to email correspondences and forwarding it to the different departments</li><li>Client/Supplier Database Management</li><li>Document Control / Letter Preparations</li><li>Gate Pass applications and Project Induction</li><li>Employee Annual Tickets</li><li>Preparing material submittals, prequalification, TDS Submissions, ongoing project documents, etc.</li></ul>COMPANY BENEFITS + PERKS:<ul><li>2 days off (Saturday -Sunday) / Office Timings: 8:00 am &ndash; 6:00 pm</li><li>Paid Overtime</li><li>Health Insurance</li><li>Paid Leave + Yearly Economy Ticket to home country</li><li>Office Location: National Industries Park, Jebel Ali Industrial Third</li></ul>Job Types: Full-time, PermanentPay: AED4,000.00 - AED4,500.00 per monthApplication Question(s):<ul><li>Can you join immediately?</li><li>What is your Nationality?</li><li>What is your salary expectation?</li><li>Is your age between 25 - 35 years old?</li><li>Are you able to work under pressure?</li></ul>Education:<ul><li>Bachelor's (Preferred)</li></ul>Experience:<ul><li>Receptionist: 2 years (Required)</li><li>Logistics (Freight Shipment): 2 years (Required)</li><li>Microsoft Outlook &amp; Excel: 2 years (Required)</li></ul>Location:<ul><li>Dubai (Required)</li></ul>

Administrative Coordinator

Max International Technical Services

Job Summary:The Project Coordinator cum Admin is responsible for assisting in the planning, execution, and completion of projects by coordinating resources, tracking progress, and ensuring timely communication between client. Providing comprehensive administrative support to ensure efficient operation of the office. Duties include managing daily office tasks, handling documentation, assisting with communication, supporting project coordination, and maintaining organized records.Key Responsibilities:<ul><li>Assist in planning and executing projects.</li><li>Coordinate project activities, resources, and timelines to ensure smooth execution.</li><li>Track project progress and report updates.</li><li>Ensure all required documentation is maintained and up to date.</li><li>Answering calls, emails, and directing inquiries to appropriate departments</li><li>Preparing and maintaining office documents, reports, and files</li><li>Coordinating schedules, meetings, and appointments</li><li>Assisting in procurement and inventory management</li><li>Supporting HR tasks such as leave tracking and record updates</li><li>Ensuring smooth day-to-day office operations</li><li>Liaising with clients, suppliers, and internal teams when needed</li><li>Maintaining confidentiality and professionalism at all times</li></ul>Communication &amp; Documentation:<ul><li>Act as a point of contact between clients, subcontractors, and suppliers.</li><li>Prepare and maintain project reports, meeting minutes, and correspondence.</li><li>Ensure proper documentation of contracts, invoices, and project records.</li></ul>Scheduling &amp; Resource Management:<ul><li>Assist in scheduling tasks, site visits, and project meetings.</li><li>Coordinate procurement and delivery of materials as required.</li><li>Monitor and track resource allocation to ensure efficiency.</li></ul>Quality Control &amp; Compliance:<ul><li>Ensure that project activities align with company policies and industry standards.</li></ul>Qualifications &amp; Skills:<ul><li>Minimum 2+ years of experience in project coordination and admin, preferably in construction or fit-out projects.</li><li>Strong organizational and multitasking skills.</li><li>Excellent communication and problem-solving abilities.</li><li>Proficiency in Microsoft Office (Excel, Word, Project) and project management software.</li><li>Knowledge of construction materials and processes is an advantage.</li></ul>Work Conditions:<ul><li>Office and site-based work as required.</li><li>Ability to handle multiple projects and deadlines.</li></ul>Job Types: Full-time, Contract Contract length: 24 monthsPay: AED3,000.00 - AED3,500.00 per monthAbility to commute/relocate:<ul><li>Dubai: Reliably commute or planning to relocate before starting work (Preferred)</li></ul>License/Certification:<ul><li>Driving License (Preferred)</li></ul>

Project Coordinator cum Admin

MATCH Hospitality

<div>
 
 
 
 About MATCH Hospitality
 
 
 
 
 At MATCH Hospitality we design and deliver the best hospitality programmes at the most sought-after sports events in the world, including the FIFA World Cup&trade;, AFC Asian Cup&trade;, Nitto ATP World Finals, and Formula 1&reg;. We are the industry leader in the production, management and sales of commercial hospitality programmes and deliver maximum exposure for our event partners via a well-established and comprehensive global sales agent network, in addition to our in-house direct sales team.
 
 
 
 
 
 
 Role Summary
 
 
 
 Provide comprehensive administrative support to the Hospitality Projects Director and senior team across multiple hospitality projects and business development initiatives. Responsibilities include coordinating meetings, preparing documentation, managing budgets, monitoring timelines, and ensuring smooth communication across departments and external stakeholders. This position is offered on a temporary basis and will be available until May 2027.
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 
 
 
 
 Project Administration &amp; Management
 
 
 <ul>
 <li>
 Track key timelines, milestones, and deliverables, ensuring progress and deadlines are met.
 </li>
 <li>
 Maintain project plans, risk and issue registers, and other central management documents.
 </li>
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 Prepare presentations and documentation for project meetings and accurately record minutes.
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 <li>
 Build and maintain professional relationships with service providers, event stakeholders, and government authorities.
 </li>
 </ul>
 
 
 
 
 
 Finance
 
 
 <ul>
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 Assist in preparing financial proposals and in developing, monitoring, and reporting on project budgets.
 </li>
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 Review budget submissions for accuracy, perform checks on formulas/formatting, and support procurement and finance teams with budget tracking and reconciliation.
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 <li>
 Help create post-event financial reports and supporting graphics.
 </li>
 </ul>
 
 
 
 
 
 Information Sharing &amp; Event Coordination
 
 
 <ul>
 <li>
 Serve as the central contact for match-day information, guest numbers, special requests, late sales, and seating plans.
 </li>
 <li>
 Oversee administration of systems for client requests and post-sale guest allocation data, ensuring accurate match-day guest lists.
 </li>
 </ul>
 
 
 
 
 
 Knowledge Transfer &amp; Reporting
 
 
 <ul>
 <li>
 Create visual reports (graphs, pivot tables, Power BI) to present project data.
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 Support project debriefs and contribute to strategies for improving administrative processes.
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 Maintain files, databases, finance calendars, and other key budget-related documents.
 </li>
 </ul>
 
 
 
 
 
 Business Development
 
 
 <ul>
 <li>
 Conduct preliminary market research and competitor analysis to support strategic planning.
 </li>
 <li>
 Maintain business development databases and metrics.
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 Prepare, review, and edit proposals, pitches, and presentations, ensuring professional and visually appealing content.
 </li>
 <li>
 Capture event photo and video content for future marketing and knowledge transfer.
 </li>
 </ul>
 
 
 
 
 
 Office Administration &amp; HR Support
 
 
 <ul>
 <li>
 Organize and schedule internal/external meetings and social events; manage formal correspondence and shared folder systems.
 </li>
 <li>
 Support recruitment by advertising roles, screening candidates, and assisting with B2B contracting, relocations, visas, flights, and documentation.
 </li>
 <li>
 Review and reconcile post-business-travel expenses for team members and maintain a collaborative team culture.
 </li>
 </ul>
 
 
 
 
 
 Operational Readiness
 
 
 <ul>
 <li>
 Help design and deliver training workshops to share information and promote collaboration.
 </li>
 <li>
 Assist with preparing operational plans, policies, and daily run sheets for event operations.
 </li>
 <li>
 Coordinate distribution of operational materials such as signage, manuals, and tech equipment across venues.
 </li>
 </ul>
 
 
 
 
 
 Requirements
 
 
 <ul>
 <li>
 Minimum 3 years&rsquo; administration experience in events, sports, or entertainment.
 </li>
 <li>
 Proven ability to manage multiple projects and work under pressure.
 </li>
 <li>
 Experience with contracts, budgets, and financial tracking.
 </li>
 <li>
 Advanced MS Office (especially Excel) and cloud-based tools; skilled in PowerPoint and Canva.
 </li>
 </ul>
 
 
</div>

Projects Administration Coordinator

DigitalOcean

<div><div>Dive in and do the best work of your career at DigitalOcean. Journey alongside a strong community of top talent who are relentless in their drive to build the simplest scalable cloud. If you have a growth mindset, naturally like to think big and bold, and are energized by the fast-paced environment of a true industry disruptor, you'll find your place here. We value winning together&mdash;while learning, having fun, and making a profound difference for the dreamers and builders in the world.</div>
We are seeking a highly organized, proactive, and resourceful Administrative Coordinator to support the Senior Leadership team at Cloudways. This role is perfect for someone who thrives in a fast-paced environment, has a knack for anticipating needs, and takes pride in enabling leaders to focus on their most impactful work.
<h2 class="jobSectionHeader">
What You'll Be Doing:</h2>
<ul><li>Executive-Level Support: Provide direct support to the SVP &amp; GM and extended senior leadership team, ensuring seamless day-to-day operations and helping prioritize time against the most critical business needs.</li>
<li>Calendar &amp; Meeting Management: Own complex scheduling across time zones, coordinate leadership meetings, customer/partner sessions, offsites, and act as a thoughtful gatekeeper.</li>
<li>Project &amp; Communication Support: Assist in meeting preparation (agendas, slide decks, follow-ups), track action items, draft communications, and ensure alignment across leadership.</li>
<li>Stakeholder Engagement: Develop strong relationships with senior leaders, customers, partners, and internal teams, serving as a trusted point of contact.</li>
<li>Event, Travel &amp; Logistics: Manage logistics for leadership offsites, conferences, speaking engagements, and travel arrangements. May also require travel domestically and internationally to support leadership at offsites, meetings, and events.</li>
<li>Operational Support: Handle expense reporting and special projects that require discretion, judgment, and follow-through.</li>
<li>Confidentiality: Maintain the highest level of integrity and confidentiality when handling sensitive and strategic matters.</li>
</ul><h2 class="jobSectionHeader">What You'll Add to Cloudways:</h2>
<ul><li>Proven experience supporting senior executives in a high-growth, fast-paced environment.</li>
<li>Exceptional organizational and time-management skills, with the ability to prioritize multiple demands seamlessly.</li>
<li>Strong interpersonal and communication skills, with the ability to partner effectively across teams and cultures.</li>
<li>High proficiency with GSuite (Gmail, Calendar, Drive, Docs, Sheets, Slides), Zoom, and collaboration tools.</li>
<li>Demonstrated ability to draft and edit executive-level correspondence with clarity and professionalism.</li>
<li>A proactive problem-solver who thrives on accountability.</li>
<li>Positive, can-do attitude with a commitment to teamwork, discretion, and excellence.</li>
</ul><h2 class="jobSectionHeader">Why You'll Like Working for DigitalOcean</h2>
<ul><li>We innovate with purpose. You'll be a part of a cutting-edge technology company with an upward trajectory, who are proud to simplify cloud and AI so builders can spend more time creating software that changes the world. As a member of the team, you will be a Shark who thinks big, bold, and scrappy, like an owner with a bias for action and a powerful sense of responsibility for customers, products, employees, and decisions.</li>
<li>We prioritize career development. At DO, you'll do the best work of your career. You will work with some of the smartest and most interesting people in the industry. We are a high-performance organization that will always challenge you to think big. Our organizational development team will provide you with resources to ensure you keep growing. We provide employees with reimbursement for relevant conferences, training, and education. All employees have access to LinkedIn Learning's 10,000+ courses to support their continued growth and development.</li>
<li>We care about your well-being. Regardless of your location, we will provide you with a competitive array of benefits to support you from our Employee Assistance Program to Local Employee Meetups to flexible time off policy, to name a few. While the philosophy around our benefits is the same worldwide, specific benefits may vary based on local regulations and preferences.</li>
<li>We reward our employees. The salary range for this position is based on market data, relevant years of experience, and skills. You may qualify for a bonus in addition to base salary; bonus amounts are determined based on company and individual performance. We also provide equity compensation to eligible employees, including equity grants upon hire and the option to participate in our Employee Stock Purchase Program.</li>
<li>We value diversity and inclusion. We are an equal-opportunity employer, and recognize that diversity of thought and background builds stronger teams and products to serve our customers. We approach diversity and inclusion seriously and thoughtfully. We do not discriminate on the basis of race, religion, color, ancestry, national origin, caste, sex, sexual orientation, gender, gender identity or expression, age, disability, medical condition, pregnancy, genetic makeup, marital status, or military service.</li>
</ul>
<ul><li>This is an Onsite role</li></ul>

#LI-Onsite

#LI-UK1</div>

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