Office Coordinator

Overview

Administrative & Office Coordination

• Oversee daily office operations to maintain a professional and efficient work environment.
• Serve as a key liaison between internal departments, vendors, and service providers.
• Manage office supplies, monitor stock levels, and ensure timely replenishment.
• Coordinate maintenance requests and facility service needs as required.

Material & Procurement Support

• Assist with placing material orders based on departmental requests.
• Liaise with suppliers to obtain quotes, confirm deliveries, and track procurement status.
• Maintain accurate procurement records, purchase orders, and vendor files.

Visitor & Access Management

• Organize visitor passes and liaise with site security and reception for entry approvals.
• Maintain visitor logs in line with company access control policies.
• Coordinate guest visit preparations with internal stakeholders.

Logistics & Travel Support

• Arrange guest and staff transfers, transportation bookings, and hotel accommodations.
• Provide support with employee travel coordination and documentation when necessary.
• Assist with planning meetings, events, and external visits or inspections.

Documentation & Reporting

• Maintain accurate office records including contracts, permits, and schedules.
• Generate basic reports related to procurement, logistics, and administrative activities.

Requirements

• Prior experience in office coordination, administration, or a similar support role.
• Strong organizational, multitasking, and problem-solving abilities.
• Good command of English (written and verbal); additional languages are a plus.
• Proficiency in Microsoft Office tools (Excel, Word, Outlook).
• Familiarity with procurement, logistics, or warehouse processes is advantageous.
• Discretion and reliability in handling sensitive or confidential information.
• Knowledge of UAE visitor pass systems and local logistics procedures is a bonus.

Working Conditions

• Office-based role located in Jebel Ali Free Zone, Dubai.
• Standard working hours: some flexibility required based on operational needs.