Admin Coordinator (Open to Fresh Graduates)

The Production Team; Dubai; On-site; AED 8,000 - 12,000; Full time

Job summary

An event management company in Dubai is seeking an Administrative Coordinator to provide essential support to the Operations team. Your responsibilities will include managing documentation processes, coordinating staff, and maintaining the staff database for various events. Ideal candidates will have experience in administrative roles and strong communication skills. This role is crucial to ensure smooth operations across the region.

Qualifications

• Experience in administrative roles, particularly in events or operations.
• Strong communication skills to liaise with various stakeholders.
• Proficiency in CRM systems and documentation processes.

Responsibilities

• Provide essential administrative support to the Operations team.
• Prepare and process required documents for staff.
• Liaise with the Operations team and suppliers for smooth communication.
• Maintain and update the staff database.
• Assist with recruitment and onboarding documentation.

Job description

Provide essential administrative and coordination support to the Operations team, ensuring smooth documentation processes, staff coordination, and database management for venue operations across the region.

Requirements

Key Responsibilities

Administrative Support

• Prepare and process required documents for technicians and event staff, including work permits and accreditation.
• Log and update staff shifts in the CRM for operational, invoicing, and payroll purposes, ensuring accuracy with the final event schedules.
• Assist in reconciling timesheets and payroll in coordination with the Account Manager and Finance team.
• Maintain organized records of contracts, schedules, and operational documents.

Coordination & Communication

Liaise with the Operations team, suppliers, and event staff to ensure smooth information flow.

Support in scheduling manpower for events, ensuring proper resource allocation for Followspot, backstage, and F&B teams.

Coordinate candidate availability, rates, and project details with relevant stakeholders.

Assist in maintaining and updating contact lists for event supervisors across Dubai, KSA, and Qatar.

Database & Resource Management

Maintain and update the staff database, ensuring all records are accurate and complete.

Monitor staffing levels to ensure readiness for upcoming projects.

Assist with recruitment and onboarding documentation for new event staff.

General Support

Provide ad-hoc administrative support as required by senior management.

Support special projects and operational initiatives as assigned.