Project And Operations Coordinator

About The Position

We are seeking a highly organized and proactive Project & Operations Coordinator to ensure the smooth functioning of our business operations and key projects. This role involves a blend of project coordination, administrative support, managing schedules and meetings, organizing documents, following up with stakeholders, and providing general operational assistance. The ideal candidate is reliable, detail-oriented, comfortable driving actions forward, and capable of managing multiple workstreams independently.

Responsibilities

• Collaborate closely with senior stakeholders and the General Manager.
• Assist in the planning, coordination, and successful execution of both internal and external projects.
• Maintain comprehensive project trackers, timelines, action logs, and status reports.
• Follow up diligently with internal teams, suppliers, and external partners to ensure timely completion of tasks.
• Organize project-related meetings, including preparing agendas, taking minutes, and distributing action items.
• Monitor project progress, identifying and escalating any delays, risks, or blockers to management.
• Manage and organize all project documentation, such as contracts, proposals, reports, and supporting materials.
• Provide comprehensive administrative support to senior management and the broader team.
• Manage calendars, schedule meetings, and coordinate calls as needed.
• Prepare meeting materials, presentations, reports, and general correspondence.
• Maintain organized digital filing systems and ensure accurate record-keeping.
• Facilitate the onboarding process for new suppliers, consultants, clients, or partners.
• Support financial administration, including invoice tracking, purchase orders, and expense management.
• Coordinate travel arrangements, events, workshops, and team activities.
• Serve as a key point of contact between internal departments and external stakeholders.
• Draft and dispatch professional emails, reminders, and follow-up communications.
• Ensure critical information is effectively captured, disseminated, and acted upon.
• Handle sensitive business, legal, commercial, and HR information with the utmost confidentiality.

Requirements

• Proven experience in project coordination, operations, executive support, or similar administrative roles.
• Exceptional organizational and time management capabilities.
• Excellent command of written and verbal communication.
• Proficiency in managing multiple tasks and priorities concurrently.
• Meticulous attention to detail.
• Skilled in using Microsoft Office Suite, Google Workspace, Slack, Zoom, and project management software.
• Ability to work autonomously and take initiative.
• Professional demeanor, discretion, and reliability.
• Experience in a startup, legal, fintech, crypto, tech, or professional services environment is advantageous.
• Familiarity with tools like Trello, Monday.com, or Notion is a plus.
• Basic understanding of contracts, compliance, operations, or client onboarding procedures is beneficial.
• Capability to generate simple reports, dashboards, or management updates is desirable.
• Proactive and solution-oriented mindset.
• Ability to remain calm and composed under pressure.
• Diplomatically persistent in following up with individuals.
• Highly structured and organized approach to work.
• Trustworthy and discreet in handling sensitive information.
• Possesses commercial awareness.
• Aptitude for translating vague instructions into concrete actions.

Additional Information

The company operates in the IT Services and IT Consulting sector. The role is based in Dubai, United Arab Emirates.