Administrative Coordinator

Company Description Simodi Gold FZCO is a Dubai-based gold trading platform registered under the Dubai Multi Commodities Centre (DMCC), offering a secure and convenient way for individuals and businesses to buy, hold, transfer, sell, and redeem physical gold digitally. By combining modern financial technology with traditional gold ownership, the company enables customers to manage their gold holdings through a mobile application and web platform. The platform is designed to make gold investing simpler, more transparent, and accessible to a new generation of investors. Each digital purchase represents ownership of physical gold held in secure, allocated storage solutions, ensuring that all holdings are fully backed by physical bullion.Job Summary We are seeking a proactive and organized Administrative Coordinator to support daily administrative operations and ensure smooth coordination across the organization. The ideal candidate will be responsible for coordinating office activities, managing administrative processes, maintaining documentation, and supporting internal teams to ensure efficient workplace operations. The Administrative Coordinator will act as a key point of contact for administrative matters, coordinating with employees, suppliers, vendors, and external parties while ensuring office requirements, records, and operational tasks are handled effectively and professionally. Administrative Coordination & Office Operations • Coordinate daily office operations and ensure administrative activities are completed efficiently. • Support the Operations Manager in managing office requirements and workplace arrangements. • Coordinate office setup, organization, and maintenance of a professional working environment. • Ensure office supplies, equipment, furniture, and required materials are available and properly arranged. • Coordinate receiving of office deliveries, verify quantities and condition, and ensure proper distribution and storage. • Support the organization of office facilities, meetings, and employee requirements. • Coordinate with suppliers, vendors, and service providers regarding office services, maintenance, and operational needs. • Follow up on pending requests, deliveries, invoices, and service-related matters.Documentation & Record Management • Maintain administrative records, files, and documentation systems in an organized manner. • Prepare, update, and maintain reports, forms, and administrative documents. • Handle office correspondence and ensure proper filing and document tracking. • Support preparation of meeting materials, agendas, and minutes when required. • Ensure confidential documents and records are handled appropriately. Procurement & Inventory Coordination • Monitor office supplies, stationery, and equipment inventory levels. • Coordinate procurement requests and follow up with suppliers to ensure timely delivery. • Maintain records of purchased items, supplier details, and office assets. • Verify received items against purchase requests and ensure proper documentation. • Support cost tracking and administrative expense records.• Support employee onboarding activities, including workstation preparation, office access, and required documents. • Assist with maintaining employee records and administrative files. • Coordinate employee requests related to office facilities and administrative support. • Provide general administrative assistance to different departments when required. Travel & General Administrative Support  • Coordinate travel arrangements, accommodation bookings, and other administrative requirements when needed. • Assist with visa-related coordination and documentation processes. • Maintain petty cash records and support administrative expense tracking. • Welcome visitors and guests, provide assistance, and ensure a professional office experience. • Serve refreshments and ensure guests’ needs are attended to during office visits. • Perform additional administrative duties as assigned by management.Requirements Minimum 2 years of experience in administration, office coordination, or a similar role. • Experience coordinating office operations, suppliers, vendors, and administrative activities. • Strong organizational and time-management skills with attention to detail. • Ability to coordinate multiple tasks and prioritize responsibilities effectively. • Excellent communication and interpersonal skills. • Ability to work independently and take initiative in managing administrative responsibilities. • Proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint).QualificationsDiploma or Bachelor’s degree in Business Administration, Management, or a related field. • Fluency in English is required; Arabic is an advantage. • Experience in office setup, vendor coordination, and administrative operations is preferred.