Job Title: Office Coordinator

Company: Emirates International Facility Management

Location: Jeddah, Saudi Arabia

Experience: 4 - 8 Years

Education: Bachelor of Business Administration

Vacancy: 1

Contact Email: info@emiratesfm.com

Job Description

As the Office & Project Coordinator at Emirates International Facility Management, you will play a critical role in overseeing daily office operations and supporting project management activities. This position requires a dynamic individual who can manage various administrative tasks, coordinate projects, and ensure smooth operation within the office environment.

Roles & Responsibilities:

Office Operations Management:

Supervise and manage daily office activities including scheduling, correspondence, guest relations, and document management.

Handle incoming phone calls, emails, and inquiries, providing timely and professional responses.

Organize and participate in management meetings, including taking minutes and following up on action items.

Administrative Support:

Maintain and organize office supplies, ensuring availability and proper stock levels.

Coordinate meetings, appointments, and travel arrangements for team members as required.

Prepare business and status reports, presentations, and other documents as needed.

Vendor and Internal Liaison:

Liaise with vendors, service providers, and internal departments to ensure efficient office operations and resolve any issues that arise.

Ensure compliance with company policies and procedures in all administrative activities, maintaining harmony with the company’s culture and practices.

Project Coordination:

Support Facilities Management and other managers in developing project plans, schedules, budgets, and progress reports.

Track project progress and submit regular reports on project status to stakeholders.

Coordinate with contractors, suppliers, and project team members to ensure timely delivery of materials and services.

Documentation and Compliance:

Prepare and maintain project documentation including contracts, permits, and compliance records.

Ensure all documentation is accurate, up-to-date, and compliant with relevant regulations and standards.

Flexibility and Adaptability:

Be prepared to deploy to other cities or departments as operational requirements dictate.

Adapt to changing priorities and support various departments as needed.

Desired Candidate Profile:

Education: Bachelor’s degree in Business Administration or a relevant field from a reputable university.

Experience: Minimum of 4 years of similar experience in Saudi Arabia, preferably with engineering companies involved in facilities management, project management, or diversified businesses.

Skills:

Excellent organizational and multitasking abilities.

Strong communication and interpersonal skills to effectively interact with team members, vendors, and stakeholders.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Familiarity with project management software is an advantage.

Ability to work independently as well as collaboratively in a fast-paced environment.

Detail-oriented with strong problem-solving skills.

How to Apply:

Interested candidates should send their resumes to info@emiratesfm.com with the subject line "Office & Project Coordinator - Jeddah."