Administrative Coordinator

JOB TITLE: Administrative Coordinator
LOCATION: Dubai
TYPE: Full-time
YRS OF EXP: 2 Years of experience in an administrative or coordination role

Package: 5K-7K (AED)

POSITION SUMMARY
Our Client, a leading firm in financial services, is looking for a proactive and detail-focused Administrative Coordinator to assist their team in managing operations, overseeing activities, and optimizing administrative workflows. The successful candidate will serve as a key communication and organizational hub for the team, ensuring the seamless execution of daily tasks and strategic initiatives.

DUTIES AND RESPONSIBILITIES

1. Administrative Support:
   • Manage calendars, schedule meetings, and coordinate events.
   • Draft and distribute internal and external correspondence, reports, and presentations.
   • Maintain organized records, files, and databases.
2. Coordination and Communication:
   • Serve as a liaison between departments, clients, and vendors.
   • Facilitate communication to ensure alignment on goals and deadlines.
   • Organize onboarding processes for new team members and assist with training.
3. Client Support & Follow-Up:
   • Provide ongoing support to clients, addressing inquiries and resolving any issues.
   • Follow up every 72 hours on all requests until the process is complete.
   • Emphasize the need to build and maintain strong relationships with clients to better understand needs and ensure ongoing satisfaction, including regular check-ins and providing tailored solutions.
4. Operations Management:
   • Oversee procurement and inventory of office supplies and equipment.
   • Support the planning and execution of projects, ensuring timelines are met.
   • Monitor and report on the progress of key initiatives.
5. Financial Assistance:
   • Prepare and process expense reports, invoices, and budget updates.
   • Assist with basic financial tracking and reconciliation.
   • Network with bankers to expand the list of available options.
6. Process Improvement:
   • Develop and implement new procedures to streamline operations.
   • Identify inefficiencies in administrative workflows and propose solutions.
7. Industry Knowledge & Updates:
   • Stay updated on industry trends to provide informed guidance to clients and internal stakeholders.

KNOWLEDGE AND SKILLS

Education:

• Bachelor's degree in business administration, management, or a related field preferred.

Experience:

• 2+ years of experience in an administrative or coordination role.

Skills and Competencies:

• Proactive and Organized: Ability to manage and coordinate various tasks and processes efficiently; ability to work independently and collaboratively in a fast-paced environment.
• Communication: Excellent verbal and written communication skills to liaise with clients.
• Attention to Detail: Ensure all documents are properly renamed, filed, and reviewed before submission to avoid errors and rejections.
• Client Relationship Management: Provide excellent service to clients to ensure satisfaction and retention.
• Technical Skills: Basic knowledge of Zoho Books and CRM; strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with scheduling tools (e.g., Google Calendar, Doodle) and project management software (e.g., Asana, Trello).
• Interpersonal Skills: Positive and professional demeanor; proven ability to build relationships and foster teamwork.

Competitive salary with standard benefits.