Recruitment & Office Coordinator

BrainLake Advertising LLC; United Arab Emirates; On-site; AED 120,000 - 180,000; Full time

Job summary

BrainLake Advertising LLC in Dubai is seeking an organized Recruitment & Office Coordinator to join our onsite team. This hands-on role blends recruitment coordination, office administration, data management, and finance follow-ups to keep operations running smoothly.

You will manage interviews, maintain candidate records, coordinate calendars, and support invoices and payments. Independence, calm under pressure, and strong follow-through are essential to succeed.

Qualifications

• Have 5+ years in office administration, recruitment coordination, HR coordination, or similar role.
• Excellent multitasking ability, accuracy, and organization.
• Strong data entry skills with high accuracy.

Responsibilities

• Manage day-to-day office administration and coordination.
• Support recruitment across multiple roles by reviewing applications and shortlisting.
• Conduct initial candidate screening assessing experience and suitability.
• Coordinate interviews between candidates, hiring managers, and management.
• Follow up with candidates and maintain professional experience.
• Maintain accurate candidate records, trackers, and documentation.
• Handle data entry, ensuring information is complete and organized.
• Maintain spreadsheets and digital files.
• Support posting of job vacancies when required.
• Manage calendars, meetings, and reminders.
• Handle multiple tasks and changing priorities without loss of accuracy.
• Coordinate courier services, mail, and deliveries.
• Support basic finance administration including invoices and payments.
• Maintain invoice and payment trackers and follow up on outstanding actions.
• Ensure office remains organized and presentable.

Skills

Multitasking

Data entry

Organization

Attention to detail

Google Sheets

Microsoft Excel

Google Workspace

Follow-up

Interview coordination

Communication

Tools

Google Sheets

Microsoft Excel

Google Workspace

Recruitment platforms

AI tools

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

Requirements

• 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, including Gmail, Calendar, Docs, Sheets, and Drive
• Are comfortable learning and working with recruitment platforms and other online tools
• Are comfortable using AI tools to work faster and smarter, including supporting recruitment, research, communication, documentation, data organization, and everyday administrative tasks
• Have a basic understanding of invoicing, expenses, payments, and administrative finance processes
• Are professional and discreet when handling candidate, employee, financial, and company information
• Are fluent in written and spoken English
• Are currently based in Dubai and available to work onsite full-time

YALLA!

Let's make it happen.