Office Coordinator

Role overview

Nesma Infrastructure & Technology is hiring an Office Coordinator in Jeddah, Saudi Arabia. The role is focused on keeping the office running smoothly each day by supporting administration, workplace services, facility coordination, vendor follow-up, and employee assistance. The position plays an important part in maintaining a safe, efficient, organized, and productive work environment.

Internal and external coordination

The role works closely with department heads, employees, internal stakeholders, service providers, vendors, contractors, and other outside parties as needed to carry out assigned duties.

Key responsibilities

• Oversee everyday office activities so the workplace remains clean, secure, and fully operational.
• Manage core office services such as cleaning, security, reception, catering, and supply availability.
• Work with vendors and service partners to make sure services are delivered according to agreed standards and service expectations.
• Track facility maintenance work and escalate issues so they are resolved on time.
• Respond to office-related requests and provide administrative assistance to employees.
• Keep organized records of vendor agreements, service timetables, maintenance logs, and supplier performance.
• Support workplace space planning, workstation assignments, meeting room setup, and general logistics.
• Arrange catering for Executive Management meetings and office events.
• Help ensure the office follows health, safety, security, and company policy requirements.
• Assist with office budget tracking, expense monitoring, and cost-control efforts.
• Contribute to emergency readiness, response support, and basic business continuity tasks.
• Take part in improving office services, processes, and the employee experience.
• Remain adaptable and available to address urgent operational needs during the workday.
• Provide backup support for team tasks during leave periods, staff absences, or peak workloads.

Required qualifications and experience

• A Diploma or Bachelor’s degree in Business Administration or a closely related field is required.
• Applicants should have 2 to 4 years of experience in office administration, facilities coordination, or a similar position.
• Experience handling vendors and coordinating office services is preferred.
• Background in a corporate, engineering, infrastructure, or project-based environment is an added advantage.

Skills and capabilities

The ideal candidate should understand office administration and facilities support, have practical vendor coordination knowledge, and be familiar with workplace health and safety basics. Strong record-keeping, supply handling, scheduling, and expense tracking abilities are important, along with strong communication, organization, relationship-building, and customer-service skills. The role also requires confidence using Microsoft Word, Excel, Outlook, and PowerPoint.

Personal attributes

The position suits someone who is professional, accountable, detail-oriented, proactive, solution-focused, able to handle pressure, and comfortable working as part of a team.

Additional notes

The job requires flexibility to respond to urgent operational needs as they arise and to support other team members when workload is high or colleagues are absent.