Office Coordinator

Role Overview

This role involves delivering comprehensive workplace services including reception management, office administration, facilities coordination, and effective communication within the office environment located in Jeddah, Saudi Arabia. The successful candidate will ensure smooth day-to-day operations, support client-facing protocols, and uphold workplace health and safety standards.

Key Responsibilities

• Manage incoming calls with professionalism, accurately relay messages, and handle reception inquiries efficiently.
• Greet clients warmly, issue visitor passes, provide refreshments, and promptly notify the appropriate Partner, prioritizing clients above other visitors.
• Maintain a clean, neat, and professional reception and waiting areas with up-to-date materials such as newspapers.
• Oversee meeting room scheduling using Eptura software, ensuring correct setup including equipment, hospitality, and audio-visual/IT requirements.
• Coordinate video conference bookings, ensuring all systems are activated and operational.
• Handle courier items by receiving, dispatching, tracking, and addressing courier-related queries along with postal inbound/outbound processing.
• Sort and log incoming mail to guarantee timely distribution.
• Arrange travel and accommodation through authorized agents, including visa support and maintaining current travel records (passport, ID, exit visas).
• Support document handling tasks such as scanning, printing, photocopying, and preparing indexed and labeled document folders.
• Manage company documents ensuring accurate records and audit trails in compliance with records management policies.
• Serve as an ambassador for Workplace & Facilities Services, enhancing client service, hospitality, postal, and file management.
• Monitor reception areas, meeting rooms, and communal spaces to maintain high standards.
• Ensure security through staff and visitor safety compliance including access pass issuance, first aid, and incident reporting support.
• Oversee inventory and stock control for stationery, refreshments, and catering supplies.
• Liaise with contractors, vendors, and building management to manage facilities service contracts efficiently.
• Log Helpdesk jobs, track their resolution, and keep users informed.
• Conduct periodic floor inspections adhering to Health & Safety policy, managing housekeeping, signage, temperature, and safety concerns with appropriate follow-ups.
• Maintain Health & Safety compliance records including Fire Marshal/First Aider lists, first aid supplies, defibrillators, and safety boards.
• Organize and coordinate DSE assessments, Fire Risk Assessments, and H&S inspections.
• Ensure full compliance with company Health & Safety policies across all in-house and contractor activities.
• Maintain detailed facilities records and management information.
• Promptly respond to facilities-related issues and emergencies.
• Support office space planning activities, including moves and updating seating/desk arrangements.
• Communicate consistently with Workplace Services Managers and colleagues across levels to align service delivery with business needs.

Candidate Profile and Skills

• Strong verbal and written communication abilities to build and maintain professional relationships with clients and colleagues at all levels.
• Exceptional client service orientation, with experience in supporting high-level client-facing duties and maintaining quality service standards.
• Advanced proficiency in document and case management systems alongside Microsoft Office Suite and other digital tools.
• Highly organized, detail-focused, and accurate especially in client communications and deliverables.
• Ability to prioritize tasks, manage deadlines, work well under pressure, and adapt to dynamic work demands.
• Self-motivated and independent with accountability for quality and task completion.
• Collaborative team participant fostering positive and cooperative work environment.
• Proactive problem-solving skills to identify, analyze, and resolve issues.
• Discreet, confident with sound judgment handling confidential information.
• Positive and flexible attitude, ready to embrace challenges and additional duties.
• Competency in Health & Safety procedures supporting compliance and record maintenance.
• Experience coordinating with contractors, vendors, or outsourced services is advantageous.
• Continuous improvement mindset aimed at enhancing processes and personal growth.

Additional Information

The job description defines the general expectations for this role but is not exhaustive. The organization reserves the right to modify duties as needed.

The employing firm, Clyde & Co, is a global legal leader with thousands of lawyers and staff worldwide. It emphasizes values of teamwork, client excellence, diversity, inclusion, corporate responsibility, and environmental sustainability.

The company is an equal opportunity employer, promoting fairness and welcoming applications regardless of background or identity. Candidates must review privacy policies related to personal data handling.

This position is based onsite in Jeddah, Saudi Arabia, requiring punctual daily attendance and commitment to firm policies and workplace culture.

Educational and Experience Requirements

• A good general educational background; health and safety qualification is a plus.
• Previous experience in law firm environments is beneficial but not mandatory.
• Competency in Microsoft Office and digital systems.
• Strong organization, detail orientation, and confidentiality in performing duties.