Office Coordinator

This is a highly diverse and challenging administrative role that will require a high level of organisation and professionalism. The successful candidate will be responsible for providing general administrative support to the project team, maintaining accurate and organised files and records, and organising events and general correspondence.

• Main Responsibilities:
• Collect, review, and distribute project documentation, ensuring compliance with company standards and project requirements.
• File and update documents regularly within the document management system, both electronically and physically.
• Monitor and track document-related deadlines, ensuring documents are reviewed and approved within project timelines.
• Prepare and maintain project-specific document registers and transmittals.
• Supervise and support the team to ensure the efficient operation of the office and smooth day-to-day administrative tasks.
• Accurately record office expenses, project-related invoices, and general administrative costs, assisting in budget preparation and financial reporting.
• Arrange travel and accommodation for site-based teams, senior management, and project personnel.
• Ensure the office environment remains organised, ensuring proper inventory of office supplies and equipment, as well as coordinating procurement activities as necessary.

• Main Responsibilities:
• Track project milestones, ensuring timely submission of required documentation to stakeholders and regulatory bodies.
• Prepare and maintain all necessary documentation for project audits and client inspections.
• Liaise with Government Authorities to coordinate the issuance of project-related approvals, permits, and certifications.
• Support project meetings, including preparing agendas, taking minutes, and tracking action items.
• Collaborate with project managers, engineers, and other team members to ensure all documents and contracts are available, up to date, and compliant with both client and regulatory standards.
• Support the HR team with onboarding procedures, managing employee records, and coordinating office staff schedules and holidays.
• Prepare and maintain general office reports, project status updates, and internal documentation as required.
• Schedule project meetings, site visits, and team conferences, ensuring all logistics are planned and executed effectively.
• Coordinate internal and external communication for project and administrative needs, including liaising with clients, subcontractors, suppliers, and other stakeholders.

• Main Responsibilities:
• Coordinate and ensure compliance with all regulatory documentation requirements for construction projects.
• Manage the receipt, distribution, and filing of incoming and outgoing documents (RFIs, submittals, drawings, etc.) related to each project.
• Maintain project records and ensure the appropriate revision control and version tracking for all technical and contractual documents.
• Develop and implement document management procedures to ensure all project documentation, including drawings, contracts, change orders, reports, and correspondence, are correctly classified, archived, and readily accessible.

• Key Requirements:
• Fluent English and Arabic, written and oral.
• Excellent communication and interpersonal skills.
• Confident, pro-active and self-motivated with a positive attitude and desire to deliver high quality results.
• Highly organised, with a meticulous attention to detail and proven administration experience.
• Work well and accurately under pressure to meet deadlines.
• Ability to multitask and know how to prioritise daily activities, while following established procedures.
• Capable of working on own initiative and able to make decisions.
• Comfortable with using IT communication and file sharing systems such as Word, Excel, PowerPoint, Teams, SharePoint, ShareFile, etc.