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Administrative Coordinator

  • Dubai


Main Functions:

Office Management

Ensuring back-office efficiency by planning, managing, and maintaining office equipment procurement, layouts and office systems.
Monitoring and maintaining office supplies inventory, anticipating needed supplies, and ensuring the timely and appropriate requisition/replenishment of office supplies.
Ensuring office meets health and safety requirements and reporting all health and safety issues to the Group HSE Manager.
In the event of a fire and/or any other emergency requiring staff to leave the building, to be responsible for ensuring that the visitors book is removed from the reception and taken to the outside meeting point, in coordination with the Group HSE Manager.[ad2] Maintaining the professional image of the office, making a record of any poor levels of cleanliness or any maintenance issues and coordinating with the Logistics and Facilities Supervisor/Coordinator on any required action.
Checking and signing for non-operational post or courier deliveries.
Overseeing and ensuring that the kitchens are well stocked and are replenished timely and cost-effective

Answering and screening telephone calls and routing them to their proper recipient, taking and relaying messages as needed.
Greeting and welcoming visitors, ensuring they sign in the visitor’s book and informing the relevant member of staff of their arrival.
Monitoring and ensuring that the reception area is kept tidy and projects a professional image of the Company.
Managing and administering the Company’s resource mailboxes (i.e. Board Room and Meeting Room bookings).
Maintaining an up-to-date record of all relevant contact numbers (i.e. employees and clients).
Managing the LPOs process, preparing LPOs as required and ensuring the accuracy and promptness of all LPOs prepared by the Administrative Assistant.
Providing general administrative tasks to other departments across the board as and when required, such as LPOs, Car Rentals, Flights, hotel bookings, and other data entry requirements.


The duties and responsibilities described are not a comprehensive list and may change, or additional tasks within scope of work may be assigned at any time with or without notice, as necessitated by business demands.

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