Recruitment & Office Coordinator

Brainlake Advertising LLC; Dubai; On-site; AED 112,000 - 201,000; Full time

Job summary

Brainlake Advertising LLC in Dubai is seeking an organized Recruitment & Office Coordinator to join onsite. This hands-on role combines recruitment coordination, office administration, data management, and finance follow-ups, supporting multiple roles and keeping trackers up to date.

You'll manage calendars, coordinate interviews, handle invoices and payments, and ensure the office runs smoothly. The ideal candidate is independent, calm under pressure, and excels at follow-through with strong

Qualifications

• Must have 5+ years in office administration, recruitment coordination, HR coordination, or similar.
• Ability to review applications, profile candidates, and prepare shortlists.
• Experience with data entry, record-keeping, and maintaining trackers.
• Strong follow-up skills on invoices, payments, and management requests.
• Comfortable working independently and handling multiple priorities

Responsibilities

• Manage day-to-day office administration and coordination, including scheduling and documentation
• Support recruitment across multiple roles by reviewing applications and preparing shortlists
• Conduct initial candidate screening for experience, communication, and role fit
• Coordinate interviews between candidates, hiring managers, and management
• Follow up with candidates and maintain professional candidate experience
• Maintain accurate candidate records and recruitment trackers
• Handle data entry and ensure information is complete and organized
• Maintain spreadsheets, trackers, and digital files for easy retrieval
• Support posting of job vacancies on recruitment platforms when required
• Manage calendars, meetings, reminders, and internal coordination
• Prioritize urgent requests and adapt to changing priorities
• Coordinate courier services, mail, and deliveries
• Support basic finance administration including invoices and expenses
• Maintain invoice/payment trackers and follow-up on outstanding actions

Skills

Recruitment coordination

Office administration

Data management

Google Sheets

Microsoft Excel

Attention to detail

Multitasking

Communication skills

Organizational skills

Tools

Google Sheets

Microsoft Excel

Google Workspace

Job description

About The Role We're looking for an organized, proactive, and dependable Recruitment & Office Coordinator to join our team onsite in Dubai. This is a hands-on, fast-moving and multitasking role combining recruitment coordination, office administration, data management, finance follow-ups, and day-to-day operational support. You'll help keep the office running smoothly while supporting recruitment across multiple roles, maintaining accurate records and trackers, coordinating interviews, managing administrative tasks, and following up on invoices and outstanding payments. You'll often have several priorities running at the same time, so you need to know what requires immediate attention, what can wait, and how to make sure nothing gets forgotten. There may also be periods when you'll be the only team member working from the office. We're looking for someone who is independent, patient, emotionally mature, comfortable with direct feedback, and able to remain calm and organized under pressure. Most importantly, we need someone with strong follow-through. If something is pending, whether it's a candidate response, document, invoice, payment, or management request, you take ownership and follow it through until it is closed.

What You'll Do

• Manage day-to-day office administration and coordination, including scheduling, documentation, correspondence, and general office requirements
• Support recruitment across multiple roles by reviewing applications, profiling candidates, and preparing initial shortlists
• Conduct initial candidate screening to assess experience, communication skills, professionalism, availability, and general role suitability
• Coordinate interviews between candidates, hiring managers, and management
• Follow up with candidates throughout the recruitment process and maintain a professional candidate experience
• Maintain accurate and up-to-date candidate records, recruitment trackers, interview feedback, and documentation
• Handle regular data entry, ensuring information is complete, accurate, correctly categorized, and easy to retrieve
• Maintain organized spreadsheets, trackers, digital files, folders, and administrative records
• Support the preparation and posting of job vacancies across recruitment platforms when required
• Manage calendars, meetings, appointments, reminders, and internal coordination
• Manage multiple tasks, deadlines, priorities, and follow-ups simultaneously without losing accuracy or organization
• Prioritize incoming requests and adapt quickly when urgent tasks or changing priorities arise
• Coordinate courier services, mail, documents, and deliveries
• Support basic finance administration, including invoices, expenses, receipts, and payment documentation
• Maintain accurate invoice and payment trackers, including due dates, payment status, follow-up dates, and outstanding actions
• Follow up professionally and persistently on outstanding invoices and payments with clients and relevant contacts until resolved
• Ensure the office remains organized, presentable, stocked, and running smoothly
• Provide administrative and operational support to management when required
• Proactively follow up on outstanding candidates, documents, payments, approvals, and actions without needing to be reminded
• Have 5+ years of experience in office administration, recruitment coordination, HR coordination, or a similar role
• Are an excellent multitasker who can manage several responsibilities simultaneously while remaining organized and accurate
• Have excellent data entry skills, with a high level of accuracy and attention to detail
• Have exceptional organizational skills and can keep records, files, trackers, schedules, and documentation structured and up to date
• Are highly proficient in Google Sheets or Microsoft Excel and comfortable managing structured data
• Have experience reviewing CVs, coordinating recruitment, or conducting initial candidate screening
• Have strong follow-up skills and are comfortable chasing outstanding actions, candidates, documents, invoices, and payments until they are closed
• Are comfortable following up persistently and professionally on outstanding payments
• Know how to prioritize urgent versus non-urgent tasks without needing constant direction
• Are proactive and solutions-driven. You identify what needs attention and take action rather than waiting to be told
• Are comfortable working independently and taking ownership of the office when other team members are offsite
• Are patient, calm, and composed under pressure, even when several things need your attention at once
• Are receptive to direct and constructive feedback and can make adjustments quickly without becoming defensive or taking feedback personally
• Can handle changing priorities, disagreements, and challenging situations professionally
• Communicate confidently and professionally with candidates, clients, suppliers, and internal stakeholders
• Are confident using Google Workspace, inc