Admin and Office Coordinator

About the Role

We are looking for a proactive and highly organised Admin and Office Coordinator to manage day-to-day office operations and provide broad administrative support, including a meaningful HR administration component.

Reporting directly to the HR Admin & Office Manager this role is central to keeping the office running smoothly and supporting the team's administrative and people-related needs.

Key Responsibilities

Office Operations & Administration

• Manage day-to-day office operations, ensuring a well-organised and functional workplace
• Oversee office supplies, equipment and inventory — ordering, restocking and tracking usage
• Coordinate with vendors and suppliers for office maintenance, services and deliveries
• Manage incoming/outgoing deliveries and shipments
• Arrange travel bookings for employees as needed
• Plan and coordinate office events and team activities
• Maintain trackers, checklists, records and filing systems (physical and digital)

HR & People Administration

• Maintain employee files, records and trackers with strong attention to accuracy and confidentiality
• Support onboarding and offboarding logistics (documentation, equipment setup, access arrangements)
• Apply a working knowledge of UAE labor law to day-to-day HR administration
• Schedule meetings and follow up on routine actions

Cross-functional & Executive Support

• Liaise with employees, suppliers and internal teams to ensure smooth coordination
• Follow up proactively on outstanding tasks and requests until resolved
• Provide occasional EA-style support to Jack as needed

What We're Looking For

• Strong administrative background, including HR filing, employee records management and awareness of UAE labor law
• Experience in a C-level support role or a startup environment preferred - comfortable with fast pace and shifting priorities
• Background in an IFC (International Financial Centre) environment is a plus - familiarity with UAE regulatory context and comfort using AI tools
• Highly organised, reliable and able to manage multiple tasks at once
• Strong follow-up skills and excellent attention to detail
• Confident using Google Workspace, Slack and spreadsheets
• Good written and spoken English
• Proactive, dynamic and positive attitude, with genuine willingness to learn
• Based in Dubai and comfortable working full-time from the office
• Available to start as soon as possible

Compensation & Benefits

• Competitive salary: AED 5,000 monthly salary, based on experience and profile
• Medical insurance included
• Visa sponsorship included