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Administrative Coordinator

2 weeks ago

Dubai, Dubai, United Arab Emirates Melius Project Consulting Full time

The Administrative Coordinator will provide key support to ensure the efficient operation of our office. This role involves coordinating travel arrangements, managing expense reports, and performing various organizational tasks.

Key Responsibilities:
  • Research and book flights, hotels, car rentals, and other travel arrangements for employees, management, and clients.
  • Ensure all travel arrangements comply with company policies.
  • Prepare itineraries, confirm reservations, and communicate details to travelers.
  • Handle changes, cancellations, and resolve any travel-related issues.
Expense Management:
  • Track and record all company expenses, including travel, meals, and miscellaneous purchases.
  • Prepare and submit expense reports for reimbursement or accounting purposes.
  • Reconcile credit card statements and ensure all receipts are filed correctly.
Administrative Support:
  • Maintain the executive's calendar, schedule appointments, and arrange meetings.
  • Manage incoming and outgoing mail, emails, and phone calls.
  • Handle confidential information with discretion and professionalism.
  • Assist in preparing reports, memos, letters, presentations, and other documents.
Office Management:
  • Order and maintain office supplies, ensuring that all office equipment is functional.
  • Greet and assist visitors, directing them to the appropriate person or department.
  • Coordinate office events, conferences, or meetings as needed.
  • Maintain records and filing systems for easy retrieval and access.
Other Duties:
  • Assist with special projects and other administrative tasks as assigned.
  • Ensure effective communication between departments, clients, and external partners.

Qualifications:

  • Proven experience as a Secretary, Administrative Assistant, or similar role.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Excellent organizational skills and attention to detail.
  • Strong written and verbal communication skills.
  • Ability to multitask and prioritize workloads in a fast-paced environment.
  • Experience with travel booking platforms (e.g., Amadeus, Sabre, Expedia) is a plus.
  • High level of integrity and professionalism in handling sensitive information.

Requirements:

  • High school diploma or equivalent (Associate's or Bachelor's degree preferred).
  • 2+ years of administrative experience, ideally in a corporate or professional setting.

Working Conditions:

  • Office-based, with occasional remote work as required.
  • Some travel may be required to support on-site events or meetings.