Admin and Office Coordinator

About this opportunity

About the Role We are looking for a proactive and highly organised Admin and Office Coordinator to manage day-to-day office operations and provide broad administrative support, including a meaningful HR administration component. Reporting directly to the HR Admin & Office Manager this role is central to keeping the office running smoothly and supporting the team's administrative and people-related needs. Key Responsibilities Office Operations & Administration Manage day-to-day office operations, ensuring a well-organised and functional workplace Oversee office supplies, equipment and inventory — ordering, restocking and tracking usage Coordinate with vendors and suppliers for office maintenance, services and deliveries Manage incoming/outgoing deliveries and shipments Arrange travel bookings for employees as needed Plan and coordinate office events and team activities Maintain trackers, checklists, records and filing systems (physical and digital) HR & People Administration Maintain employee files, records and trackers with strong attention to accuracy and confidentiality Support onboarding and offboarding logistics (documentation, equipment setup, access arrangements) Apply a working knowledge of UAE labor law to day-to-day HR administration Schedule meetings and follow up on routine actions Cross-functional & Executive Support Liaise with employees, suppliers and internal teams to ensure smooth coordination Follow up proactively on outstanding tasks and requests until resolved Provide occasional EA-style support to Jack as needed What We're Looking For Strong administrative background, including HR filing, employee records management and awareness of UAE labor law Experience in a C-level support role or a startup environment preferred - comfortable with fast pace and shifting priorities Background in an IFC (International Financial Centre) environment is a plus - familiarity with UAE regulatory context and comfort using AI tools Highly organised, reliable and able to manage multiple tasks at once Strong follow-up skills and excellent attention to detail Confident using Google Workspace, Slack and spreadsheets Good written and spoken English Proactive, dynamic and positive attitude, with genuine willingness to learn Based in Dubai and comfortable working full-time from the office Available to start as soon as possible Compensation & Benefits Competitive salary: AED 5,000 monthly salary, based on experience and profile Medical insurance included Visa sponsorship included