Administrative & Operations Coordinator

About the Role

WZN Healthy Food is searching for a dependable, organized, and proactive Administrative & Operations Coordinator to assist management and ensure smooth daily business operations. This full-time, onsite role is based in Doha, Qatar, and reports directly to management or the business owner. The coordinator acts as an individual contributor without team management duties, emphasizing coordination and administrative support across multiple departments.

Key Responsibilities

• Provide comprehensive administrative and management assistance by preparing professional correspondence, reports, spreadsheets, presentations, and meeting documentation.
• Manage company records including contracts, quotations, invoices, and other essential business documents with accuracy and order.
• Schedule and organize meetings, interviews, and appointments, track action items, and monitor deadlines diligently.
• Maintain consistent and concise communication with management about completed tasks, pending actions, and issues requiring attention.
• Coordinate cross-departmental operations with teams in kitchen, nutrition, customer service, delivery, finance, IT, and management to support seamless workflow.
• Oversee task and issue tracking systems by assigning responsible contacts, setting deadlines, providing progress updates, and outlining next steps.
• Actively follow up with employees and external partners to confirm task completion, escalate delays, and resolve outstanding issues.
• Identify recurrent operational challenges and assist in implementing enhanced processes and procedures.
• Engage with suppliers and service providers by requesting and comparing quotes, maintaining supplier records, and monitoring orders, deliveries, shipments, invoices, and pending requests.
• Coordinate maintenance activities, equipment servicing, and contractor services essential to business operations.
• Document and track technical issues related to website, meal-planning software, POS systems, mobile applications, email, and other business tools; liaise with developers and IT providers to ensure timely resolution without requiring specialist IT expertise.
• Assist in recruitment administration by organizing candidate applications, scheduling interviews, and confirming candidate availability and notice periods.
• Support employee administrative tasks and help organize financial documents like invoices, receipts, sales reports, and bank statements for management and accountants, including following up on missing documentation and coordinating with banks or payment firms as needed (while finance retains accounting responsibilities).
• Manage collection of customer feedback, coordinate responses to service issues, maintain FAQs, internal procedures, and knowledge databases.
• Support projects involving customer service platforms such as WhatsApp, Instagram, and AI chatbots, including basic research, comparisons, summaries, and assistance with new system implementations.

Skills and Qualities

• Exceptional organizational skills, attention to detail, and rigorous follow-through capabilities.
• Proficient written and verbal English communication with a professional tone.
• Strong Microsoft Office skills, especially Excel, Word, PowerPoint, and email; familiarity with Google Workspace or similar collaborative tools.
• Ability to create clear documentation, maintain accurate spreadsheets, and rapidly adapt to new business systems.
• Effective problem-solving aptitude and ability to prioritize competing deadlines.
• Independent work ethic combined with effective interdepartmental coordination.
• Sound judgment in deciding when to handle issues autonomously or escalate them appropriately.
• High discretion and professionalism in managing sensitive and confidential company information.

Preferred Experience

• Between two to five years of experience in roles such as administration, operations coordination, executive support, or alike.
• Background in food service, catering, hospitality, healthy meal provision, or related service industries.
• Experience managing supplier relationships and external vendors, or supporting senior management/business owners.
• Familiarity with coordinating software development or IT service providers.
• Arabic language proficiency is considered advantageous.

Success Indicators

Success in this role is demonstrated by maintaining transparent task priorities, ensuring accurate recordkeeping, communicating effectively with stakeholders, following up proactively on assignments without need for repeated prompts, identifying delays promptly, and rigorously validating completed work before closing issues. Ownership, clear communication, and enthusiasm for helping diverse teams remain organized are key.