Admin Coordinator

Confidential Company

Position Overview

The Admin Coordinator will be responsible for day-to-day administrative and operational support to ensure smooth office and project activities while also serving as an assistant to the HR & Admin Director. The role involves coordination across various department, ensuring compliance, accuracy, and timely delivery of administrative tasks.

Key Responsibilities

• Assist with the issuance and renewals of Trade Licenses, Ejari (tenancy contracts), Contracts, and Certificates for offices, labour camps and stores.
• Coordinate with our PRO-Projects & authorities (TRAKHEES, Society of Engineers, Dubai & Sharjah Municipality) for engineer accreditations and other professional memberships.
• Provide front desk support & work as receptionist during assigned hours, ensuring professional communication and assistance.
• Support recruitment to coordinate staff onboarding, including documentation, induction, IT setup, and internal communication.
• Maintain and update staff & workers annual leave records.
• Manage petty cash entries of government-related transactions in ERP.
• Handle business card requests, supplier coordination, and invoicing.
• Consolidate invoices with the project PRO for timely submission and processing.
• Assist in ISO documentation and audit requirements.
• Maintain and update administrative registers and databases.
• Assist in managing Access Cards (Head Office) and coordinate parking arrangements.
• Support the Office manager with all related HO requirements (pest control, AC maintenance, among other areas).

Requirements

• Bachelor's degree in business administration, HR, or a related field.
• 5+ years of experience in administrative or office support roles.
• Proficiency in MS Office and ERP systems.
• Strong organizational and communication skills.
• Knowledge of UAE regulatory procedures is an advantage.