Office Coordinator

Stealth AI Company; Dubai; On-site; AED 78,000 - 123,000; Full time

Job summary

Stealth AI Company is seeking an Office Coordinator to manage day-to-day office operations, coordinate with vendors, and support light HR-administration tasks. The role is based in Dubai and requires a hands-on, highly organised individual who thrives on structure and reliability.

You will handle supplies, travel bookings, event planning, and maintain efficient office systems while serving as the primary point of contact for office-related queries.

Qualifications

• 3+ years in office administration or similar role.
• Highly organised with the ability to multitask.
• Strong written and spoken English.
• Based in Dubai and able to work full-time from the office.

Responsibilities

• Manage day-to-day office operations and keep the workplace functional.
• Oversee supplies, equipment and inventory; coordinate with vendors.
• Arrange travel bookings and plan office events.
• Maintain trackers, records and filing systems (physical and digital).
• Support onboarding/offboarding logistics and light People administration tasks.

Skills

Office coordination

Time management

Attention to detail

Communication

Tools

Google Workspace

Slack

Spreadsheets

Job description

About The Role

We are looking for a proactive and highly organised Office Coordinator to manage the day-to-day operations of our office and provide general administrative support across the team. This role sits at the heart of the office, ensuring everything runs smoothly — from supplies and vendors to travel and events. Reporting directly to the [Manager Name/Title], the Office Coordinator will also provide light-touch support on People administration tasks (such as maintaining employee records, supporting onboarding/offboarding logistics, and scheduling). This is not a core HR role — confidential and substantive HR matters remain with the manager — but a working knowledge of basic administrative processes around employees is a plus. This is an excellent opportunity for someone who thrives on structure, enjoys being the go-to person for getting things done, and takes pride in keeping an office running efficiently.

Key Responsibilities

Office Operations & Administration

• Manage day-to-day office operations, ensuring a well-organised and functional workplace
• Oversee office supplies, equipment and inventory — ordering, restocking and tracking usage
• Coordinate with vendors and suppliers for office maintenance, services and deliveries
• Manage incoming/outgoing deliveries and shipments
• Arrange domestic and international travel bookings for employees as needed
• Plan and coordinate office events, team activities and small gatherings
• Maintain trackers, checklists, records and filing systems (physical and digital)
• Act as the primary point of contact for employees on office-related queries

Cross-functional Coordination

• Liaise with employees, suppliers and internal teams to ensure smooth day-to-day coordination
• Follow up proactively on outstanding tasks, requests and action items until resolved
• Support the wider team with ad hoc administrative tasks as required

People Administration Support (non-core, reporting-manager oversight)

• Maintain employee files and trackers (e.g. leave records, document trackers)
• Collect and organise employee documents
• Support the logistics of onboarding and offboarding (e.g. equipment setup, welcome packs, access arrangements, exit checklists)
• Schedule meetings and interviews, and follow up on related routine actions
• Escalate any confidential or sensitive matters directly to the manager

Requirements

• At least 3 years' experience in office administration, office coordination or a similar support role
• Highly organised, reliable, and able to manage multiple administrative tasks simultaneously
• Strong follow-up skills and excellent attention to detail
• Comfortable coordinating with employees, suppliers and internal teams at all levels
• Proven ability to manage office supplies, vendors, equipment, deliveries, travel arrangements and office events
• Confident maintaining trackers, checklists, records and filing systems
• Good written and spoken English
• Confident using Google Workspace, Slack and spreadsheets
• Previous exposure to basic HR administration is helpful but not essential
• Based in Dubai and comfortable working full-time from the office
• Practical, proactive and willing to take ownership of routine administrative work

What Success Looks Like

• The office runs smoothly with minimal disruption; supplies, vendors and deliveries are well managed
• Employees have a reliable point of contact for office and administrative needs
• Trackers, records and filing systems are consistently accurate and up to date
• Onboarding/offboarding logistics are handled smoothly and on time
• Routine follow-ups are closed out without needing repeated reminders

By submitting this application, I agree that my personal data will be collected, processed, and retained by the company solely for the purposes of managing and assessing my candidacy.