Office Admin Coordinator

Company Overview

This fintech business focuses on modern trading technology and financial products. It operates with a fast-moving, international mindset and a team that collaborates across multiple time zones to serve traders around the world.

Role Summary

The company is seeking a proactive, highly organized Office Admin Coordinator for its Dubai office. The position combines office administration with core HR support and reports to the HR & Operations Manager.

Key Responsibilities

• Keep daily office activities running smoothly and ensure the workplace remains efficient, tidy, and well managed.
• Monitor pantry items, office consumables, drinking water, and cleaning supplies.
• Liaise with external vendors and service providers, including couriers, maintenance teams, branding partners, event support, and IT asset contacts.
• Coordinate visits and requests from partners and guests.
• Manage petty cash, process supplier invoices, and collect utility-related bills such as rent, electricity, water, and internet.
• Prepare monthly expense summaries and maintain records for office and employee engagement budgets.
• Support meetings, welcome visitors, and handle reception/front desk duties when required.
• Identify basic IT or facility issues and escalate them to the relevant teams when needed.
• Maintain employee data accurately in BambooHR, including attendance, leave, contracts, and supporting documents.
• Prepare and issue HR paperwork such as offer letters, employment contracts, NDAs, letters, and forms.
• Assist with onboarding and exit procedures by arranging laptops, access cards, parking, and system permissions.
• Support UAE visa-related work and immigration processes, including DMCC license renewal.
• Compile monthly payroll inputs such as attendance, allowances, and deductions, and coordinate these with Finance.
• Administer group medical insurance matters, including employee additions, removals, and general queries.
• Serve as the first contact point for employee questions related to HR and administration.
• Help organize employee engagement activities, company celebrations, and seasonal/festive events.
• Take on additional administrative and HR support tasks as required.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, or a related discipline.
• At least 1 to 3 years of experience in HR administration, office administration, or a comparable support role.
• Working knowledge of UAE labour regulations and visa processes is advantageous.
• Practical experience using HR systems, with BambooHR considered an asset.
• Strong planning, organization, multitasking, and detail-checking abilities.
• Self-motivated and capable of working independently with minimal supervision.
• Clear and professional written and spoken English communication skills.
• Background in fintech is beneficial.

Work Schedule and Location

This is an on-site position based in Dubai, within the DMCC area. The working hours are Monday to Friday, 9:00 AM to 6:00 PM.

Benefits

• Visa sponsorship and medical insurance are provided from the first day.
• Opportunity to help establish and improve HR and administrative processes from an early stage.
• Access to a diverse international team with colleagues in Malaysia, Thailand, Cyprus, and Colombia.