Administration Coordinator I - UAEN

Etoile Group; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Etoile Group in Dubai seeks an Administrative Coordinator to ensure smooth operation of administrative processes across the organization. You will support the Administration Manager and multiple departments through coordination, documentation, budgeting, and compliance while maintaining an organized workplace.

This role involves onboarding support, procurement, permit processing, invoices, filing, and cross‑functional projects.

Qualifications

• Diploma or Bachelor's degree in Business.
• Excellent communication in English and Arabic.
• Customer-centric with a positive attitude.

Responsibilities

• Oversee daily administrative tasks and maintain organized workspace.
• Support development and implementation of administrative policies and procedures.
• Assist in budgeting, invoices, and expense tracking.
• Provide onboarding support and cross-functional assistance to departments.
• Process permits and liaise with maintenance, suppliers, and contractors.
• Maintain digital and physical filing systems and ensure accurate record-keeping.
• Assist in preparation of reports and presentations.
• Support HR onboarding activities.

Skills

Administrative skills

Communication (Eng & Ar)

Budgeting

Onboarding support

Education

Diploma/Bachelors in Business

Tools

MS Office

Job description

The Administrative Coordinator plays a key role in ensuring the smooth and efficient operation of administrative processes across the organization. This role supports the Administration Manager and other departments through coordination, documentation, budgeting, and compliance, while maintaining a productive and organized workplace. The Administrative Coordinator also provides cross-functional support, including onboarding, procurement, and permit processing.

Key Responsibilities

• Oversee daily administrative tasks, manage office supplies, and maintain a tidy and organize workspace
• Contribute to the development and implementation of efficient administrative policies and procedures
• Ensure compliance with the company policies and procedures
• Assist in preparation of reports and presentations and aids in budgeting process
• Process invoices, track expenses and assist with budget management
• Maintain and organize physical and digital files, manage databases, and ensure accurate record-keeping of important documents
• Review incoming calls and memos, submissions, and reports and forward them to the proper parties
• Assist the Administration Manager in various projects
• Assist in maintenance of databases related to specific projects or tasks
• Ensure proper tracking of requisitions, service contracts, orders and invoicing
• Participate in relevant projects and community activities as and when needed
• Ensure office equipment are in good condition and liaise with maintenance team for support if needed
• Assist and provide general administrative support to various teams and departments
• Assist HR with onboarding preparation
• Act promptly to stores request and follow up to be completed
• Assist in obtaining mall and police permit related to the scope of work required from the appointed contractor when needed

Your Profile:

• UAE National with Family book
• Diploma/Bachelors Degree in Business
• Excellent communication skills and proficient in English and Arabic.
• Customer centric with a positive attitude.