Administrative Officer

GMG; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A global well-being company in Dubai is looking for an Administrator/Coordinator to provide operational support to the Audit & Risk function. This role involves maintaining documentation, scheduling training, and ensuring effective communication between stakeholders. The ideal candidate should hold a Bachelor's degree and have at least 2 years of experience in a similar role, with strong administrative skills and proficiency in MS Office. Familiarity with ERP systems is a plus.

Qualifications

• A minimum of 2 years of experience as an Administrator/Coordinator.
• Familiarity with ERP/systems used for PR generation is an advantage.
• Basic understanding of audit, risk management, and compliance processes.

Responsibilities

• Provide comprehensive administrative support to the Audit & Risk department.
• Maintain accurate and up‑to‑date records and documentation.
• Facilitate communication between internal and external stakeholders.
• Assist in tracking departmental activities and deadlines.
• Coordinate training sessions and manage calendars.

Skills

Strong interpersonal and communication skills

Strong administrative and organizational skills

Ability to manage multiple tasks, deadlines, and stakeholders

Proficiency in MS Office Suite (Excel, PowerPoint, Word)

Education

Bachelor’s degree

Tools

ERP systems (e.g., SAP, Oracle, Ariba)

Job description

Who We Are:

GMG is a global well‑being company retailing, distributing and manufacturing a portfolio of leading international and home‑grown brands across sport, everyday goods, health and beauty, properties and logistics sectors. Under the ownership and management of the Baker family for over 45 years, GMG is a valued partner of choice for the world's most successful and respected brands in the well‑being sector. Working across the Middle East, North Africa, and Asia, GMG has introduced more than 120 brands across 12 countries. These include notable home‑grown brands such as Sun & Sand Sports, Dropkick, Supercare Pharmacy, Farm Fresh, Klassic, and international brands like Nike, Columbia, Converse, Timberland, Vans, Mama Sita’s, and McCain.

Role Overview:

The incumbent will be responsible to coordination & provide administrative operational support to the Audit & Risk function. This role ensures effective documentation, follow‑up, training coordination, and documentation processes for the department. The role also supports internal stakeholders by managing PR (Purchase Requisition) activities, maintaining audit and training records, scheduling training plans across verticals/sub‑functions.

Key Responsibilities:

• Provide comprehensive administrative support to the Audit & Risk department to ensure smooth daily operations.
• Maintain accurate and up‑to‑date records, files, registers, and documentation in accordance with organizational standards.
• Facilitate the collection, distribution, and dispatch of all departmental correspondence.
• Prepare departmental reports, presentations, meeting materials, tender specifications, client quotations, vendor purchase orders, agreements, and contracts as required.
• Support communication between internal and external stakeholders, ensuring timely and professional information flow.
• Assist in tracking departmental activities, deadlines, deliverables, and follow‑ups to ensure timely completion.
• Maintain structured filing systems (digital and physical) for audit, training, procurement, and compliance documentation.
• Raise Purchase Requisitions (PRs) in accordance with company procurement policies.
• Track PR approvals, progress, and delivery, coordinating with procurement and finance teams to ensure timely closure.
• Maintain an updated database of all PRs, vendor interactions, and procurement-related documentation for audit and compliance purposes.
• Coordinate training plans across verticals and sub‑functions, ensuring alignment with departmental requirements.
• Schedule training sessions, workshops, and internal events— including room bookings, materials preparation, and attendee coordination.
• Maintain complete and accurate training records, attendance sheets, certification logs, and compliance databases.
• Provide support in preparing monthly/quarterly training dashboards and compliance training reports.
• Organize, coordinate, and execute internal and external meetings for the Audit & Risk function.
• Prepare meeting agendas, materials, and minutes, ensuring timely distribution to relevant stakeholders.
• Track action items from meetings and follow up with responsible parties to ensure timely closure.
• Manage all meeting logistics including venue booking, equipment setup, and resource preparation.
• Manage departmental calendars using digital scheduling tools (Outlook, Teams, Google Calendar, etc.).
• Prioritize and schedule appointments, resolve conflicts, and ensure all changes are promptly communicated.
• Coordinate meeting and training schedules across departments to ensure seamless execution.
• Draft and send clear, professional invitations, communications, and announcements for meetings, trainings, and events.
• Manage attendee lists, confirmations, cancellations, and follow‑ups.
• Strengthen communication effectiveness by ensuring timely escalation and follow‑up on action items, deadlines, and deliverables.
• Engage with internal and external stakeholders to ensure alignment and timely execution of tasks.
• Support the planning and execution of departmental events, workshops, and internal training sessions.
• Coordinate participants, venue readiness, materials, logistics, and post‑event documentation.
• Ensure all training and event‑related arrangements meet departmental standards and compliance requirements.

Skills & Experience:

• Bachelor’s degree
• A minimum of 2 years of experience as an Administrator/Coordinator
• Strong interpersonal and communication skills
• Strong administrative and organizational skills.
• Ability to manage multiple tasks, deadlines, and stakeholders.
• Proficiency in MS Office Suite (Excel, PowerPoint, Word).
• Familiarity with ERP/systems used for PR generation (e.g., SAP, Oracle, Ariba) is an advantage.
• Basic understanding of audit, risk management, and compliance processes.