Office Coordinator

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

Job summary

A leading financial services company located in Dubai is seeking an Office & Workplace Experience Coordinator to manage daily operations and ensure a welcoming environment. The role involves coordinating events, managing vendor relationships, and supporting employee onboarding. The ideal candidate has experience in office coordination and strong organisational skills, with a focus on creating a positive workplace experience.

Qualifications

• Proven experience in a similar office or workplace coordination role.
• Excellent organisational skills to manage multiple priorities.
• Strong attention to detail with a proactive mindset.

Responsibilities

• Oversee daily operations of the Dubai office.
• Manage relationships with building management and vendors.
• Organise and execute in-office and off-site events.

Skills

Organisational skills

Event coordination

Attention to detail

Interpersonal skills

Proficiency with collaboration tools

Tools

Slack

Microsoft Office

Notion

Guest management systems

Job description

Full Title: Office & Workplace Experience Coordinator

Location: Dubai, UAE

Employment Type: Full-time, On-site

About the Role

We’re looking for a proactive, detail-oriented Office & Workplace Experience Coordinator to own the day to day operations of our Dubai office. You’ll play a key role in making our space functional, welcoming, and reflective of our culture. From facilities and vendor management to hospitality and onboarding, this is a hands-on role where no two days are the same.

Key Responsibilities

• Oversee the daily operations of the Dubai office, ensuring a clean, organised, and inviting environment at all times
• Manage relationships with building management, facilities teams, and external vendors, resolving issues swiftly and cost-effectively
• Maintain supplies, utilities, deliveries, and maintenance, keeping everything running smoothly
• Track and manage operational budgets including vendor contracts, subscriptions and invoice processing
• Act as the first point of contact for all visitors, ensuring a seamless, friendly, and professional experience
• Own guest registration, meeting room setup, and provide excellent hospitality for internal and external events
• Ensure communal areas are visually on-brand and reflect our company culture
• Maintain up to date health and safety policies; act as fire warden and first aid coordinator as required under UAE regulations
• Organise and document regular safety checks, drills, and compliance audits
• Ensure accessibility, safety and comfort for all employees and guests
• Collaborate with the People team to bring company culture to life through thoughtful physical and social experiences
• Coordinate and support team celebrations, milestones, lunches, and office socials
• Organise and execute in-office and off-site events; including logistics, vendors, setup and post-event wrap-up
• Prepare new hire desks, IT, swag, and orientation packs in partnership with the People team
• Be a warm, supportive presence during onboarding to ensure new joiners feel welcomed and set up for success
• Provide general People Team support across other office locations as needed
• Coordinate office upgrades or redesigns; including space planning, communication, and supplier management
• Manage branded merchandise and swag, including inventory and fulfilment for new joiners or events
• Continuously seek ways to improve the office experience and enhance daily operations

Essential Skills & Experience

• Proven experience in a similar office or workplace coordination role, ideally in a fast-paced, scaling environment
• Excellent organisational skills and ability to manage multiple priorities simultaneously
• Strong ownership mentality and keen attention to detail
• Confident coordinating in-office events and team initiatives
• People first mindset with a practical, solutions-oriented approach
• Proficient with collaboration tools such as Slack, Notion, Microsoft Office, and guest management systems

Desired Attributes

• Strong interpersonal skills - able to build rapport across all levels and resolve issues with empathy and professionalism
• Proactive and self-motivated -you take initiative and don’t wait to be told what needs to be done
• Detail oriented and organised - you care about getting the small things right and have a system for everything
• Clear communicator -fluent in written and spoken English, able to convey messages confidently across the business