Office Administrator

Job Overview

We are seeking a meticulous Office Administrator to manage essential office functions at PT. Guna Coalindo in Dubai. This role encompasses organizing office supplies, coordinating schedules, and maintaining high standards of office operations. You will serve as a key point of support for both clients and candidates, handling administrative requests efficiently and professionally.

Key Responsibilities

• Manage core office administration including supplies and general organization.
• Support clients and candidates promptly with their administrative needs.
• Coordinate and schedule interviews end-to-end—diary management, confirming appointments, sending invites, reminders, and follow-ups.
• Prepare meeting and interview rooms ensuring timely setup.
• Take meeting minutes, document action items, and keep internal notes accurate.
• Update both internal and external Applicant Tracking Systems (ATS) with candidate progress, interview feedback, and compliance documents.
• Assist in creating presentations for clients, candidates, and internal use using Canva or similar software.
• Support outreach and administrative tools; experience with Apollo is highly advantageous.
• Provide basic support for social media and marketing tasks including formatting content and coordinating posts.

Candidate Profile

• Highly organized individual with a natural ability to create order and ensure smooth workflow.
• Detail-oriented with a strong focus on accuracy in notes, names, schedules, and data entry.
• Proactive problem solver who independently identifies and addresses gaps.
• Composure under pressure, adept at managing last-minute changes calmly.
• Effective and professional communicator, confident and friendly with stakeholders.
• Comfortable with technology, fast learner of new tools and processes.
• Trusted to manage confidential information with discretion and maturity.

Requirements

• Previous experience in recruitment, staffing, or professional services administration.
• Proficient in Applicant Tracking Systems, capable of updating candidate stages, notes, and compliance documentation.
• Skills in Canva or equivalent software for creating polished presentations quickly.
• Familiarity with Apollo and contemporary productivity tools.
• Ability to utilize AI tools to expedite administrative tasks, formatting, content summaries, and more.
• Basic understanding of social media and marketing, especially LinkedIn content formatting and scheduling.
• Minimum qualification of Diploma (D3) level education.
• Minimum staff-level experience required (exact years unspecified).

Additional Information

• Age requirement: Not specified.
• Minimum GPA: Not specified.