Office Coordinator

Role Overview

This is a permanent, full-time opportunity based in Jeddah, Saudi Arabia, focused on comprehensive workplace service coordination including front desk management, office administration, facilities oversight, and health and safety compliance.

Primary Duties

• Professionally manage all incoming phone calls; promptly relay messages and handle reception enquiries.
• Greet clients warmly, manage visitor passes and refreshments, prioritizing clients above other visitors and notifying relevant Partners accordingly.
• Maintain a clean and professional reception and waiting areas with updated materials such as newspapers.
• Organize meeting room bookings using Eptura software, overseeing proper setup, equipment, hospitality, and AV/IT needs.
• Coordinate video conferencing bookings, ensuring all systems are operational.
• Manage incoming and outgoing couriers and postal items, including sorting, logging, and timely distribution.
• Arrange travel and accommodation with approved travel agents, including visa assistance, and keep thorough records of staff travel credentials such as passports and exit visas.
• Support document management activities like scanning, printing, photocopying, and organize document folders with indexing and labeling, ensuring records management compliance and audit tracking of original documents.
• Act as an ambassador for workplace and facilities services, ensuring high standards in client service, hospitality, postal duties, and file management.
• Monitor maintenance of reception, meeting rooms, and common areas, guaranteeing consistent quality and safety standards.
• Ensure safety and security protocols are followed, including issuing access passes and supporting first aid and incident reporting.
• Manage inventories of stationery, refreshments, and catering supplies.
• Support facilities management by liaising with contractors, vendors, and building management, managing service contracts, and logging Helpdesk issues until resolved.
• Conduct regular and ad-hoc inspections per health and safety guidelines, addressing housekeeping, signage, temperature, and safety concerns, coordinating follow-ups with management.
• Maintain comprehensive health and safety compliance records including Fire Marshal/First Aider lists, first aid kits, defibrillators, and safety information boards.
• Coordinate assessments and inspections such as DSE assessments, Fire Risk Assessments, and overall health and safety inspections.
• Ensure strict adherence to company health and safety policies for all staff and contractors.
• Support office space planning, moves, and maintain up-to-date seating and desk assignments.
• Maintain clear communication with Workplace Services Managers and colleagues at all organizational levels to optimize service delivery and align with business needs.

Candidate Profile

• Educational qualifications meet good standards; possessing a health and safety certification is advantageous.
• Experience within law firms is beneficial but not mandatory.
• Excellent verbal and written communication skills to build solid professional relationships across all levels.
• Confidence and discretion when communicating with clients and handling confidential information.
• Exceptional attention to detail and accuracy, especially in client communications and deliverables.
• Strong organizational skills capable of handling multiple priorities and tight deadlines.
• Proficient in Microsoft Office suite and other digital/document management systems.
• Ability to work independently with accountability and also contribute positively within team settings.
• Proactive problem-solving aptitude with persistence to resolve issues effectively.
• Understanding of Health & Safety procedures with practical ability to support compliance and maintain records.
• Experience coordinating with contractors, vendors, or outsourced services to support workplace operations.
• A mindset focused on continuous improvement and personal development.

Company and Values

Clyde & Co operates globally with nearly 70 offices and a workforce committed to excellence, diversity, inclusivity, and responsible business practices including environmental sustainability and community support through pro bono and charitable activities.

Equal Opportunity Commitment

The company is an equal opportunity employer dedicated to fairness, diversity, and prohibits discrimination in the workplace to enable all individuals to excel.

Privacy Notice

A privacy notice is provided detailing personal data handling, rights, and contact information relevant to applicants and recruitment partners.

Additional Information

The job description may be reasonably amended as business needs evolve.