Operations Coordinator

K2 Labs; Sharjah; On-site; AED 60,000 - 120,000; Full time

Job summary

A training and education provider in Sharjah is seeking an Operations Coordinator to support its establishment and ongoing operations. This role involves coordinating training schedules, managing proposals, and vendor communications. Candidates should hold a Bachelor's degree and have 3–5 years of relevant experience, along with proficiency in tools like Microsoft Excel and Google Drive. Strong organizational skills and the ability to manage multiple priorities are essential. Visa ownership is required.

Qualifications

• 3–5 years of experience in operations, administration, training, education or a similar role.
• Intermediate proficiency in Microsoft Office suite and Google applications.
• Experience coordinating with multiple vendors and stakeholders.

Responsibilities

• Support the establishment of operational workflows, systems and documentation.
• Coordinate training schedules, calendars, venues and logistics.
• Prepare and manage proposals, contracts and related documentation.
• Act as a coordination point for vendors, trainers and partners.
• Ensure accuracy and consistency of data across records and systems.

Skills

Strong execution and follow-through

High level of organisation and attention to detail

Ability to manage multiple priorities effectively

Clear and professional communication skills

Reliability, accountability and ownership

Comfort working in a fast-paced, evolving environment

Education

Bachelor’s degree in Business Administration, Management or a related field

Tools

Microsoft Excel

Google Drive

Trello

Slack

Job description

About MindFlow Academy

MindFlow Academy is a boutique training and education provider delivering practical learning that flows into real workplace impact. We partner with corporate and institutional clients to design and deliver high‑quality, outcome‑focused programmes that translate learning into measurable results.

Job Purpose

The Operations Coordinator is responsible for supporting the establishment and ongoing operations of MindFlow Academy by managing administrative, operational and coordination activities. The role plays a critical part in ensuring that business set‑up activities, vendor coordination, training operations and internal processes are executed accurately, efficiently and in a timely manner.

Key Accountabilities

Business Operations & Set‑Up Support

• Support the establishment of operational workflows, systems and documentation during the business set‑up phase
• Coordinate with external vendors and service providers to obtain quotations, manage documentation and follow up on deliverables
• Support coordination related to licences, registrations, approvals and required business documentation
• Maintain organised records of vendor agreements, quotations and operational documentation
• Track operational timelines and flag risks or delays proactively

Training Operations & Coordination

• Coordinate training schedules, calendars, venues and logistics
• Liaise with trainers and facilitators regarding availability, materials and session requirements
• Ensure operational readiness for training sessions, including materials, technology and logistics
• Maintain accurate records of training sessions, participants and attendance
• Prepare and issue training certificates in a timely and accurate manner
• Manage post‑session activities including documentation, feedback collection and records update
• Maintain a central training calendar and track trainer availability to avoid scheduling conflicts

Commercial & Administrative Support

• Prepare and manage proposals, contracts and related documentation using approved templates
• Maintain version control and structured repositories of commercial documentation
• Manage invoicing processes, including invoice preparation, tracking and coordination of payment follow‑ups with clients
• Track proposal status and follow up on outstanding documentation or approvals
• Support invoicing processes and payment follow‑ups in coordination with leadership

Vendor & Stakeholder Coordination

• Act as a coordination point for vendors, trainers and partners on operational and administrative matters
• Track vendor deliverables and timelines and follow up as required
• Maintain updated contact lists and vendor records
• Escalate delivery or performance concerns to leadership when required

Processes, Data & Quality Control

• Follow established operational procedures, checklists and guidelines
• Support documentation of administrative processes and workflows
• Ensure accuracy and consistency of data across records and systems
• Prepare basic operational summaries and reports when required
• Track document validity and expiry dates to support compliance and risk management
• Escalate operational issues or risks promptly

Candidate should have their own visa

Skills

Core Competencies

• Strong execution and follow‑through
• High level of organisation and attention to detail
• Ability to manage multiple priorities effectively
• Clear and professional communication skills
• Reliability, accountability and ownership
• Comfort working in a fast‑paced, evolving environment

Minimum Qualifications & Experience

• Bachelor’s degree in Business Administration, Management or a related field is preferred
• 3–5 years of experience in operations, administration, training, education or a similar role
• Intermediate proficiency in Microsoft Excel, Google Drive, Trello and Slack
• Experience coordinating with multiple vendors and stakeholders