Site Coordinator / Assistant

Job Summary

We are seeking a proactive and highly organized Site Coordinator / Assistant to support the daily operations of our newly established office in Egypt. This position combines administrative support with site management, ensuring smooth office functioning and compliance with local operational standards.

The role includes producing detailed reports and presentations, maintaining confidentiality, proactively offering solutions, and ensuring compliance with global process standards while participating in continuous improvement initiatives within the department.

Responsibilities
Administrative Support

• Manage documentation workflows including contracts, onboarding forms, and HR-related paperwork.
• Wet signatures: arranging signatures from person with PoA; meeting employees and providing them with documents to be signed and distributing documents to employees.
• Coordinate scheduling, meeting logistics, and travel arrangements for local staff and visiting teams.
• Maintain records and filing systems (digital and physical), ensuring confidentiality and compliance.
• Support payroll and social insurance documentation processes in coordination with HR and external vendors.
• Ensures that confidentiality is maintained at all times, upholding the company's data protection and privacy policies.
• Takes initiative in anticipating needs and proactively offering solutions, demonstrating a proactive approach to administrative support.

Site Coordination

• Act as the primary point of contact for office-related matters.
• Oversee day-one onboarding logistics including welcome kits, office tours, and badge issuance.
• Ensure compliance with local labor laws and internal policies regarding workplace setup and documentation.

Operational Support

• Assist with procurement coordination, including PO creation and vendor onboarding.
• Monitor and report on office supplies, IT equipment, and facility needs.
• Support local HR and payroll teams with document collection, background checks, and onboarding timelines.

Education & Experience Recommended

• Bachelor’s degree in Business Administration, HR, or related field.
• +3 years of experience in office administration or site coordination.
• Strong organizational and multitasking skills.
• Fluent in English and Arabic. French is a plus.
• Familiarity with Egyptian labor laws and administrative procedures.
• Proficiency in Microsoft Office. Exposure to Workday and SAP is preferred.

Disclaimer
This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.