Administrative Coordinator - VIP Projects

Confidential; Doha; On-site; QAR 78,000 - 123,000; Full time

Job summary

Confidential in Doha is seeking an Administrative & VIP Projects Coordinator to provide executive support and manage corporate gifting projects from initial request through final delivery. The role requires meticulous organization and the ability to coordinate with VIP stakeholders and multiple internal teams.

Responsibilities include scheduling, reporting, and preparing briefs in Arabic and English, while ensuring quality and on-time delivery.

Qualifications

• Fluency in Arabic and English is essential.
• Experience in executive assistance, administration, project coordination, procurement, events, printing, promotional products, or customized gifts.

Responsibilities

• Manage schedules, meetings, correspondence, records, and administrative follow-ups.
• Track assignments, deadlines, and pending actions and provide regular updates.
• Prepare reports, quotations, presentations, meeting minutes, and professional correspondence in Arabic and English.
• Coordinate with internal teams, clients, suppliers, designers, and VIP stakeholders.
• Manage gift requests, including requirements, budget, branding, customization, packaging, quantities, and delivery timelines.
• Prepare clear briefs for designers and suppliers and coordinate quotations, samples, approvals, production, quality, and delivery.
• Maintain accurate records of quotations, samples, approvals, payments, quantities, and deadlines.
• Ensure projects are delivered on time and according to agreed quality and specifications.

Skills

Arabic (Fluent)

English (Fluent)

Job description

Contract Type: Freelance Contract

Availability: Immediate Joiner

Role Purpose

We are looking for a highly organized and detail-oriented Administrative & VIP Projects Coordinator to provide executive and administrative support while coordinating corporate and customized VIP gifting projects from initial request through final delivery.

Key Responsibilities

• Manage schedules, meetings, correspondence, records, and administrative follow-ups.
• Track assignments, deadlines, and pending actions and provide regular updates.
• Prepare reports, quotations, presentations, meeting minutes, and professional correspondence in Arabic and English.
• Coordinate with internal teams, clients, suppliers, designers, and VIP stakeholders.
• Manage gift requests, including requirements, budget, branding, customization, packaging, quantities, and delivery timelines.
• Prepare clear briefs for designers and suppliers and coordinate quotations, samples, approvals, production, quality, and delivery.
• Maintain accurate records of quotations, samples, approvals, payments, quantities, and deadlines.
• Ensure projects are delivered on time and according to agreed quality and specifications.

Requirements

• Fluency in Arabic and English, spoken and written, is essential.
• Experience in executive assistance, administration, project coordination, procurement, events, printing, promotional products, or customized gifts.
• Strong organizational, communication, follow-up, and problem-solving skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Confidence in dealing with suppliers, clients, and senior stakeholders.
• Knowledge of corporate branding, printing, packaging, and product quality is an advantage.