Administrative Coordinator

Confidential; Doha; On-site; QAR 48,000 - 72,000; Full time

Job summary

Confidential in Doha, Qatar is seeking an Administration Coordinator to ensure smooth day-to-day operations, coordinate facilities, and provide administrative support to senior management.

You will manage facility bookings, vendor relationships, reporting, procurement records, and KPI tracking, while maintaining confidentiality and high service standards.

Qualifications

• Bachelor's degree in Business Administration, Facilities Management or related field.
• Experience in administration, operations, facilities coordination, or similar role.
• Experience handling confidential information and professional discretion.

Responsibilities

• Coordinate facilities bookings and scheduling; manage calendars.
• Provide admin and operational support to senior management; prepare documents.
• Maintain filing systems and record management; track initiatives and projects.
• Coordinate meetings and logistics; liaise with stakeholders and vendors.
• Support procurement records and expense reimbursement processes; assist with KPI reporting.

Skills

Communication

Organization

Time management

Independence

Problem solving

Interpersonal skills

Attention to detail

Multitasking

Education

Bachelor's degree in Business Administration

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Job description

We are seeking a highly organized and proactive Administration Coordinator to join a dynamic and professional organization. This role is central to ensuring smooth day-to-day operations, coordinating facilities and administrative services, supporting internal stakeholders, and contributing to operational efficiency across the organization.

The successful candidate will play a key role in facility coordination, vendor management, reporting, administrative support, and finance-related administrative activities while maintaining high standards of service delivery and confidentiality.

Key Responsibilities

Facilities & Operations Coordination

• Manage facility bookings and maintain an accurate scheduling calendar.
• Support internal and external stakeholders by providing timely information and assistance regarding facility use and services.
• Coordinate event and meeting logistics, including room setup, equipment, catering, and support services.
• Liaise with vendors and service providers, maintaining strong working relationships and monitoring service quality.
• Conduct routine facility checks and support compliance with health, safety, and security standards.
• Monitor service delivery performance and ensure adherence to agreed service standards and timelines.

Administrative Support

• Provide administrative and operational support to senior management.
• Coordinate meetings, prepare presentations, reports, and business documentation.
• Maintain organized filing systems and ensure accurate record management.
• Track departmental initiatives, action items, and project progress.
• Facilitate communication and coordination with internal departments and external stakeholders.
• Support special projects and operational initiatives as required.

Finance & Reporting Support

• Assist with administrative finance processes, documentation, and reporting activities.
• Maintain procurement and purchase order records and tracking logs.
• Support expense reimbursement processes in accordance with established procedures.
• Coordinate with relevant finance teams on administrative financial matters.
• Contribute to KPI tracking and monthly operational reporting.

What We Are Looking For

Experience

• 3 to 5 years of experience in administration, operations, facilities coordination, or a similar role.
• Experience handling multiple responsibilities across administration, logistics, stakeholder coordination, and finance support.
• Familiarity with vendor management, service-level monitoring, and facility scheduling systems.
• Experience dealing with confidential information and maintaining professional discretion.

Skills

• Excellent communication and interpersonal skills.
• Strong organizational, coordination, and time-management abilities.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Strong attention to detail and problem-solving capabilities.
• Ability to work independently while managing competing priorities in a fast-paced environment.

Qualifications

• Bachelor's degree in Business Administration, Facilities Management, Information Technology, or a related field.
• Professional certifications in office administration or facilities management are an advantage.
• Fluency in English is required; Arabic language skills are a plus.