Senior Office Admin / Operations Coordinator

Role overview

This position is responsible for keeping the office running smoothly on a day-to-day basis, with a focus on front office handling, administrative coordination, and organized support across the foundation. The role requires a professional approach, quick responsiveness, and strong operational discipline.

As a key coordination point, the person in this role will help manage office activities, scheduling, visitor interactions, and administrative workflows so teams can work efficiently.

The role also supports operational excellence by bringing consistency to admin processes, maintaining clear records, and aligning work with governance and compliance practices.

Core duties

• Run the front desk, greet visitors, handle calls, and manage incoming correspondence.
• Organize meeting schedules, reserve rooms, and keep shared calendars updated.
• Assist internal teams with documentation, reporting, and general coordination tasks.
• Support onboarding arrangements such as workspace readiness and access setup.
• Keep filing systems organized and ensure documentation is maintained properly.
• Coordinate office stationery, inventory levels, and vendor relationships.
• Track marketing and communication materials such as brochures, flyers, and banners, ensuring stock is available, stored correctly, and replenished in coordination with the Communications team.
• Help arrange employee travel and transport, including bookings, itineraries, and related logistics.
• Handle the logistical side of internal and external events, including material preparation, branding setup, and vendor coordination.
• Maintain a neat, professional, and fully functional office environment at all times.

Requirements

The ideal candidate should have 3 to 6 years of experience in office administration, reception, or operations coordination.

Strong organization, the ability to manage several tasks at once, clear communication skills, and a professional, service-oriented approach are essential.

This role also calls for the ability to prioritize effectively and stay composed in a busy, fast-moving environment.

Additional information

Location: Dubai, United Arab Emirates.

Employment type: Full-time, onsite.