Office Coordinator

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Responsible for managing the Dubai Managing Director’s office, sustaining and reviewing standards for administration and secretarial support throughout Tilal Al Ghaf’s Development team.

Role Details – Key Responsibilities and Accountabilities:

• Sorts incoming and outgoing mail and handles routine correspondence independently.
• Handles administrative duties via taking dictation, typing, retrieving information, filing and performing self-correspondence.
• Arranges appointments and organizing meetings for the Dubai Managing Director.
• Arranges travel itinerary, travel arrangements and hotel bookings for the team.
• Ensures smooth and efficient functioning of the office by providing necessary equipment, stationery materials, company cars, drivers, pantry supplies and meeting rooms.
• Keeps track of leave records of the Project’s staff.
• Greets and screens visitors and telephone calls.
• Keeps sensitive material in confidence when requested.
• Observes and implements established policies and procedures.
• Ensures that all documents, letters, reports, presentations, internal notes and KPI’s are prepared, collected and combined as per agreed timeline and quality
• Ensures that all tasks requested by the Dubai Managing Director are followed-up on by the concerned departments.
• Raises i-expense, purchase requisitions and PO’s on Oracle.
• Coordinates staff onboarding, offboarding and inductions.
• Organizes events and celebrations as and when required.
• Handles other jobs assigned from time to time (liaising with the team on various ad-hoc daily assignments/tasks).

Requirements:

• University degree
• A pleasant, presentable personality with an honest, open, warm character and manners
• A minimum of 5 years’ experience with an excellent past record
• Smart appearance and demeanor.
• Self-confident, self-reliant and a self-starter
• Excellent communication and presentation skills both written and oral in English and Arabic
• Energetic / high work ethic
• Resourceful