Office Coordinator

Role Summary

The Office Coordinator serves as the primary contact for the Dubai Office, ensuring a welcoming, professional environment. This role provides comprehensive administrative support to the management team, facilitating smooth daily operations, and coordinating office activities with attention to detail and service excellence. In addition, the Office Coordinator works closely with the HR Advisor to support a range of HR administrative tasks, maintaining confidentiality and accuracy in all employee-related tasks.

Responsibilities

Office Coordination

• Serve as the primary point of contact for the Dubai Office, providing professional front-office support and ensuring a welcoming environment for employees, visitors, and clients.
• Deliver effective and confidential administrative support to management, handling sensitive information with discretion and professionalism.
• Coordinate and oversee office operations including building access, security liaison, maintenance, and general facilities management.
• Manage office logistics such as relocations, internal moves, workspace set-up, and coordination with building management and external vendors.
• Maintain and monitor office supplies, pantry inventory, and equipment, ensuring optimal availability and cost efficiency.
• Support company communications by assisting with internal announcements, consolidating updates for LinkedIn and the intranet, maintaining the corporate organization chart, and helping to coordinate messaging across teams.
• Plan and organize on-site and off-site meetings, workshops, and corporate or team events, including catering, venue, and logistics arrangements.
• Support onboarding for new employees in Dubai by arranging building access cards, parking access cards, IT equipment, SIM cards, and other setup requirements in coordination with HR and IT.
• Coordinate travel, accommodation, and transportation for the CEO (as required), corporate new hires, and senior management during Dubai-based events or meetings.
• Liaise with the IT provider (Cegal) to ensure smooth operation of office infrastructure, including Wi-Fi, printers, and technical support.
• Manage relationships with UAE-based suppliers and service providers, including registration, invoicing, and coordination through procurement and finance teams.
• Oversee courier services, deliveries, and general document filing for purchase orders, invoices, and vendor contracts.
• Ensure a high standard of office cleanliness and hygiene by coordinating daily tasks with the Office Assistant and external cleaning staff.
• Support HR administrative processes and perform other duties as assigned by the HR Advisor, HR Senior Management, or CEO.

Human Resources

Visa, Immigration & Global Mobility Administration

• Support the coordination and administration of global visa and immigration processes for corporate teams, including applications, renewals, and cancellations, ensuring accuracy and compliance with local regulations.
• Maintain up-to-date records of all visa and immigration transactions and ensure alignment with established Master Service Agreements (MSAs).
• Collate and review all MSA terms for global visa and immigration providers in partnership with the HR Advisor, ensuring consistency, compliance, and a centralized approach to Global Mobility management.
• Coordinate relocation activities for new hires, transfers, and leavers globally by liaising with Regional HR Teams, mobility providers, and employees to ensure seamless relocation experiences.
• Track and maintain relocation records, including cost summaries, and report any anomalies or process gaps to the HR Advisor.
• Liaise with relocation service providers in Dubai and Aberdeen to arrange relocation-related services such as familiarisation visits, accommodation search assistance, and local setup support (e.g., bank accounts).

Travel Coordination & Reporting

• Manage relationships with airline loyalty and reward programs to optimise mileage usage as directed by the HR Services Director.
• Consolidate travel data from regional teams to produce accurate and timely global travel reports.
• Maintain historical records of travel provider reports and compile ad-hoc feedback to support continuous improvement and service level monitoring.

Organizational Structure Management

• Serve as the gatekeeper for the global suite of organizational charts across Corporate and Regional teams, maintaining accurate and updated structures on shared HR platforms.
• Liaise directly with regional teams to obtain verified updates and ensure appropriate access controls and version management for all organigrams.

HR Communications & Coordination

• Act as the primary point of control for all HR communications, ensuring messages align with approved standards.
• Coordinate the scheduling and management of global holiday calendars.
• Prepare and distribute standardised personnel announcements and updates in coordination with HR leadership.

Qualifications and Experience

• Qualification in Business Administration or related field from an accredited college or university advantageous but not required.
• Experience in an administrative support role and/or experience in a fast-paced organization, preferred.
• Personal Assistant experience, advantageous.
• Experience working with global teams, advantageous.
• Ability to work within a team and on own initiative and build relationships with managers and be able to manage priorities.
• Well organized and flexible approach.
• Anticipate, handle and fulfil last-minute changes with confidence.
• Ability to react quickly and make on-the-spot decisions without sacrificing attention to detail.
• Proven ability to handle confidential information.
• Strong Excel, Word, PowerPoint, calendaring & document control skills.
• Emotional intelligence: interact tactfully, adjusting accordingly.
• Excellent interpersonal skills, communication skills (written and verbal).
• Strong ethics, integrity, and cultural awareness.