• Assist in managing day-to-day administrative tasks, including managing correspondence, filing documents, and handling office supplies.

• Serve as the first point of contact for visitors, clients, and employees, providing a positive and welcoming atmosphere.

• Answer phone calls, respond to inquiries, and redirect calls as necessary.

• Coordinate and schedule appointments, meetings, and events for employees and management.

• Maintain shared calendars and ensure scheduling conflicts are resolved.

• Maintain a well-organized and tidy office environment, ensuring supplies are stocked and common areas are well-maintained.

• Enter and update data in spreadsheets databases, and other software systems.

• Prepare and format documents, reports, and presentations as needed.

• Draft and proofread emails, letters, and other communications on behalf of the office.

• Distribute internal memos and announcements to staff.

• Liaise with vendors, suppliers, and service providers to coordinate deliveries and services.

• Assist in managing vendor contracts and relationships.

• Arrange travel arrangements, including flights, accommodations, and transportation, for employees and executives.

• Coordinate logistics for meetings, workshops, and conferences.

• Assist with expense tracking, invoice processing, and basic bookkeeping tasks.

• Collaborate with the finance department to ensure accurate financial records.

• Assist managers with various tasks, including scheduling appointments, preparing reports, and conducting research.

• Work closely with colleagues to support their needs and contribute to a collaborative work environment.

Skills

High school diploma or equivalent. Additional education in business administration or related fields is advantageous.

• Proven experience as an Office Coordinator or in a similar administrative role.

• Excellent organizational and multitasking abilities.

• Strong attention to detail and accuracy in data entry and documentation.

• Effective communication skills for interacting with colleagues, clients, and vendors.

• Proficiency in using Microsoft Office suite (Word, Excel, PowerPoint, Outlook).

• Familiarity with office equipment and basic office management software.

• Problem-solving skills and the ability to handle unexpected situations.

• Professional demeanour and strong customer service orientation.

• Adaptability to changing priorities and a dynamic work environment.

• Fluency in English is required. Knowledge of additional languages such as Arabic is an advantage