Administrative Coordinator

About the Role

We are looking for a highly organized and proactive Administrative Coordinator to join a professional and dynamic organization in Doha, Qatar. This position is essential for ensuring the smooth daily functioning of operations by coordinating facilities, handling administrative services, supporting internal teams, and enhancing operational workflows. The chosen candidate will be responsible for facility coordination, managing vendor relationships, preparing reports, providing administrative assistance, and handling finance-related administrative tasks while upholding service excellence and confidentiality.

Responsibilities

• Manage bookings for facilities and keep an up-to-date scheduling calendar.
• Provide prompt support and information regarding facility usage to both internal and external stakeholders.
• Organize logistics for events and meetings, including room arrangements, equipment setup, catering, and support services.
• Maintain ongoing communication with vendors and service providers, ensuring strong partnerships and quality monitoring.
• Perform routine inspections of facilities to ensure compliance with health, safety, and security regulations.
• Monitor service delivery to verify adherence to set service standards and timelines.
• Offer operational and administrative assistance to senior management.
• Schedule meetings and prepare presentations, reports, and business documents accurately.
• Keep filing systems organized and ensure correct record keeping.
• Track progress of departmental projects, initiatives, and action items.
• Support coordination and communication among internal departments and external parties.
• Assist special projects and operational initiatives as needed.
• Support finance-related administration such as documentation and reporting.
• Maintain records and tracking logs of procurement and purchase orders.
• Assist with expense reimbursement processes following established guidelines.
• Collaborate with finance teams on administrative financial matters.
• Help track KPIs and prepare monthly operational reports.

Candidate Profile

• 3 to 5 years of experience in administration, operations, or facility coordination roles.
• Proven ability to manage multiple administrative, logistical, and coordination responsibilities simultaneously.
• Keen understanding of vendor management, service quality monitoring, and facility scheduling systems.
• Experience handling confidential data while maintaining professional discretion.
• Strong verbal and written communication skills.
• Exceptional organizational and time-management skills.
• Proficient in Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.
• Detail-oriented with strong problem-solving skills.
• Capable of independently handling competing priorities in a fast-paced environment.

Education and Language

• Bachelor's degree in Business Administration, Facilities Management, Information Technology, or a related discipline.
• Professional certifications in office administration or facilities management will be advantageous.
• Fluency in English is required; knowledge of Arabic is a plus.