Administration Coordinator I - UAEN

Etoile Group; United Arab Emirates; On-site; AED 112,000 - 156,000; Full time

Job summary

Etoile Group is seeking an Administrative Coordinator to ensure smooth operation of administrative processes across the organization. You will support the Administration Manager and cross-functional teams through coordination, budgeting, onboarding, procurement, and permit processing.

The role involves maintaining orderly records, supporting reports and presentations, and ensuring compliance with company policies. Strong English and Arabic communication is required.

Qualifications

• UAE National with Family book required.
• Diploma or Bachelor's degree in Business.
• Excellent communication in English and Arabic.

Responsibilities

• Oversee daily administrative tasks, manage office supplies, and maintain a tidy workspace.
• Contribute to development and implementation of administrative policies and procedures.
• Ensure compliance with company policies and procedures.
• Assist in preparation of reports and budget support.
• Process invoices, track expenses and assist with budget management.
• Maintain and organize physical and digital files; manage databases and records.
• Review incoming communications and forward to proper parties.
• Assist the Administration Manager on various projects.
• Assist in maintaining databases for projects or tasks.
• Track requisitions, service contracts, orders and invoicing.
• Participate in projects and community activities as needed.
• Ensure office equipment is maintained; liaise with maintenance.
• Provide general administrative support to teams and HR onboarding prep.

Skills

Communication

Bilingual (English/Arabic)

Budgeting

Documentation

Onboarding

Procurement

Permit processing

Cross-functional collaboration

Customer-centric

Education

Diploma/ Bachelor’s in Business

Tools

MS Office

Excel

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.
• Proficient in MS Office - Excel