Administrative Coordinator

AW Rostamani Holdings LLC; Dubai; On-site; AED 90,000 - 130,000; Full time

Job summary

AW Rostamani Holdings LLC in Dubai seeks an experienced Administration Coordinator to provide comprehensive support to senior management. The role focuses on managing the Director's calendar, organizing meetings, handling communications, drafting bilingual documents, and ensuring smooth office operations.

We value 5+ years of relevant experience, strong English communication skills, and the ability to coordinate travel, meetings, and reports efficiently in a fast-paced environment.

Qualifications

• Bachelor’s Degree or equivalent.
• Minimum 5 years of experience as an Administration coordinator.
• Excellent written and verbal English communication.

Responsibilities

• Manage the Director calendar, scheduling meetings and appointments.
• Prepare, organize meeting agendas, take minutes, and follow up on actions.
• Screen and direct calls, emails, and other correspondence.
• Draft and proofread Arabic documents, emails, and reports.
• Coordinate travel arrangements for staff.
• Prepare meeting materials, presentations, and agendas.
• Coordinate with Legal to facilitate work processes.
• Raise Pandadocs and manage administrative workflows.
• Attend meetings with external stakeholders and maintain relationships.

Skills

Communication

Computer Skills

Education

Bachelor’s Degree or equivalent

Job description

Job purpose

To provide administrative support to senior management and executives This role is responsible for managing communication scheduling organizing meetings and handling sensitive information and managing multiple tasks efficiently

Job responsibilities

• Manage the Director calendar including scheduling meetings and appointments
• Prepare and organize meeting agendas take minutes and follow up on action items
• Screen and direct phone calls emails and other correspondence to appropriate parties
• Draft and proofread Arabic documents emails and reports
• Scheduling the leave roaster consulting with the concerned Managers
• Organize internal and external meetings appointments and events
• Coordinate travel arrangements for staff members as needed
• Prepare and maintain meeting materials presentations and agendas
• Act as the point of contact between departments and ensure information is shared efficiently
• Manage incoming and outgoing communications including emails phone calls and physical mail
• Assist in preparing reports presentations and other business documentation
• Track and maintain records of office expenses and invoices etc
• Coordinate with Legal departments or offices to facilitate work processes
• Manage administrative workflows raising pandadocs and ensuring smooth office operations
• Attend meetings with the external stakeholders
• Maintain the relationship with the stakeholders

Educational Qualification

Bachelor’s Degree or equivalent

Work Experience

5 years minimum experience as Administration coordinator

Competencies

Communication & Computer Skills

Languages

Excellent written and verbal communication skills in English.