Office Coordinator

Stealth B2B SaaS Startup; Dubai; On-site; AED 100,000 - 145,000; Full time

Job summary

Stealth B2B SaaS Startup in Dubai is seeking an Office Coordinator to manage day-to-day office operations and provide general administrative support across the team.

The role includes light People administration tasks, liaison with vendors, travel arrangements, and event coordination. Based in Dubai, you will be the go-to person for office logistics, ensuring smooth, efficient operations.

Qualifications

• At least 3 years' experience in office administration or similar role.
• Highly organized, reliable and able to manage multiple tasks.
• Excellent attention to detail and proactive approach.

Responsibilities

• Manage day-to-day office operations and keep a clean, functional workplace.
• Oversee supplies, equipment and inventory; place orders and restock.
• Coordinate with vendors for maintenance, services and deliveries.
• Arrange domestic and international travel bookings.
• Plan and coordinate office events and team activities.
• Maintain trackers, checklists, records and filing systems.
• Serve as primary contact for office-related queries.
• Liaise with employees, suppliers and internal teams for smooth coordination.
• Follow up on outstanding tasks until resolved.
• Support ad hoc administrative tasks as needed.
• Maintain employee files and documents.
• Coordinate onboarding and offboarding logistics.
• Schedule meetings and interviews; track related actions.
• Escalate confidential matters to the manager.

Skills

Highly organized

Strong follow-up skills

Excellent written and spoken English

Organizational skills

Tools

Google Workspace

Slack

Spreadsheets

Job description

We are looking for a proactive and highly organized 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-organized 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
• Maintain employee files and trackers (e.g. leave records, document trackers)
• Collect and organize 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 organized, 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