Admin Coordinator

Job Purpose:

We are seeking an organized and proactive Admin Coordinator to oversee a variety of administrative government-related and operational tasks to ensure smooth day-to-day functioning and compliance for our offices and showrooms in Dubai. The ideal candidate will handle tasks related to space management, vendor coordination, Dubai government processes, international consultancy, and procurement.

Duties and Responsibilities:

Administration

1. Source and inquire about new office, showroom, yard, and warehouse spaces (Jebel Ali, Dubai South, Ras Al Khor).
2. Manage Etisalat and Dewa bills; create purchase orders as required.
3. Track and manage Dubai Police fines for fleet vehicles, Salik charges (Dubai and Abu Dhabi), pest control, and sanitization.
4. Manage ENOC VIP fuel tags and assist the Board of Directors (BOD), HR, and other departments with purchasing and space allocation.
5. Coordinate with Backoffice Pakistan team and provide operational support.

Dubai Government-Related Tasks

1. Manage the renewal of leases and licenses for Milele Group including PO Box, tenancy contracts, Ejari, and establishment card renewals.
2. Facilitate Dubai Trade portal activities gathering documents as needed.
3. Coordinate with Ducamz, Dubai Municipality, and Trakhees for approvals and compliance.
4. Oversee Dubai Civil Defense inspections and approvals and ensure compliance with Hassantuk fire safety for showrooms.
5. Handle company liquidations or closures as needed.

Consultancy Support

1. Visa Processing: Secure various types of visas for staff and BOD ensuring compliance with all visa regulations.
2. Travel Arrangements: Handle comprehensive travel logistics for staff and the BOD including booking flights, arranging taxis, and coordinating hotel accommodations.

Maintenance & Vendor Coordination

1. Source vendors and negotiate quotations for maintenance, renovation, and expansion projects for showrooms and offices.
2. Coordinate with management on new office space plans and oversee quality control during project execution.
3. Follow up with finance for timely payments and manage projects including parking shades, photo booth installation for Jebel Ali Yard, firefighting (Nabta), and personal villa renovations.

Procurement & Office Supplies

1. Handle procurement of stationery, office furniture, supplies, and maintenance items.
2. Manage printing needs such as business cards, brochures, company stamps, and petty cash/receipt books.
3. Procure uniforms, gift hampers, and branded items like shopping bags, thermal bottles, pens, keychains, flag poles, and banners.

Skills:

1. Proven experience to manage office logistics, vendor relations, and coordinate between departments.
2. Experience in budgeting and procurement is an advantage.
3. Excellent organizational skills and attention to detail.
4. Excellent organizational and multitasking skills with the ability to manage both day-to-day tasks and long-term projects.
5. Strong interpersonal and communication skills for liaising with team members, vendors, and external agencies.
6. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and ERP systems (e.g., SAP, Oracle).
7. Analytical skills to assess workflow efficiencies, track expenses, and maintain accurate records.
8. Problem-solving mindset to address operational issues and improve processes.

Position Qualifications:

1. Bachelor's degree in business administration, Facilities Management, or a related field.
2. Certification in Project Management (e.g., PMP, CAPM) or Office Management is a plus.
3. 2-4 years of experience in office administration, facilities management, or a similar role ideally with exposure to budgeting and procurement.

Remote Work: No