Office Coordinator

About the RoleWe are looking for a proactive and highly organized Office Coordinator to manage the day-to-day operations of our office and provide general administrative support across the team. This role sits at the heart of the office, ensuring everything runs smoothly — from supplies and vendors to travel and events.Reporting directly to the [Manager Name/Title], the Office Coordinator will also provide light-touch support on People administration tasks (such as maintaining employee records, supporting onboarding/offboarding logistics, and scheduling). This is not a core HR role — confidential and substantive HR matters remain with the manager — but a working knowledge of basic administrative processes around employees is a plus.This is an excellent opportunity for someone who thrives on structure, enjoys being the go-to person for getting things done, and takes pride in keeping an office running efficiently.Key ResponsibilitiesOffice Operations & AdministrationManage day-to-day office operations, ensuring a well-organized and functional workplaceOversee office supplies, equipment and inventory — ordering, restocking and tracking usageCoordinate with vendors and suppliers for office maintenance, services and deliveriesManage incoming/outgoing deliveries and shipmentsArrange domestic and international travel bookings for employees as neededPlan and coordinate office events, team activities and small gatheringsMaintain trackers, checklists, records and filing systems (physical and digital)Act as the primary point of contact for employees on office-related queriesCross-functional CoordinationLiaise with employees, suppliers and internal teams to ensure smooth day-to-day coordinationFollow up proactively on outstanding tasks, requests and action items until resolvedSupport the wider team with ad hoc administrative tasks as requiredPeople Administration Support (non-core, reporting-manager oversight)Maintain employee files and trackers (e.g. leave records, document trackers)Collect and organize employee documentsSupport the logistics of onboarding and offboarding (e.g. equipment setup, welcome packs, access arrangements, exit checklists)Schedule meetings and interviews, and follow up on related routine actionsEscalate any confidential or sensitive matters directly to the managerRequirementsAt least 3 years' experience in office administration, office coordination or a similar support roleHighly organized, reliable, and able to manage multiple administrative tasks simultaneouslyStrong follow-up skills and excellent attention to detailComfortable coordinating with employees, suppliers and internal teams at all levelsProven ability to manage office supplies, vendors, equipment, deliveries, travel arrangements and office eventsConfident maintaining trackers, checklists, records and filing systemsGood written and spoken EnglishConfident using Google Workspace, Slack and spreadsheetsPrevious exposure to basic HR administration is helpful but not essentialBased in Dubai and comfortable working full-time from the officePractical, proactive and willing to take ownership of routine administrative workWhat Success Looks LikeThe office runs smoothly with minimal disruption; supplies, vendors and deliveries are well managedEmployees have a reliable point of contact for office and administrative needsTrackers, records and filing systems are consistently accurate and up to dateOnboarding/offboarding logistics are handled smoothly and on timeRoutine follow-ups are closed out without needing repeated reminders