Admin and Contracts Coordinator
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Key skills for this role
About the Role
We One is seeking an Admin and Contracts Coordinator for a 6-month contract to provide administrative and coordination support to the IT Department in Dubai. The role involves managing contracts, vendor coordination, executive support, and operational tasks.
Key Skills for This Role
Responsibilities
- Manage and maintain IT related contracts, ensuring compliance with agreed terms and supporting effective coordination with internal and external service providers
- Coordinate with resource management vendors to source suitable candidates based on approved business requirements
- Manage NDAs, contractor documentation, and other administrative records as required
- Support vendor performance evaluations and documentation prior to contract renewals
- Provide administrative support to department leadership, including calendar management, meeting coordination, travel arrangements, and logistics
- Coordinate leadership meetings, forums, workshops, and departmental reviews
- Support departmental budgeting activities, invoice processing, purchase orders, and expense tracking
- Coordinate employee and contractor onboarding/offboarding activities within the department
- Assist with audits, compliance reviews, reporting requirements, and information requests
Requirements
- Bachelor’s Degree or Diploma in Business Administration or related field
- Minimum 5 years of experience in administration, executive coordination, or support roles within a corporate/IT environment
- Proficient in MS Office and collaboration tools (Teams, SharePoint, reporting tools)
- Strong organizational and coordination skills
- Excellent communication and stakeholder management abilities
- Attention to detail, confidentiality, and ability to manage multiple priorities
Full Job Posting
JOB SUMMARY
- To provide administrative and coordination support to the IT Department, managing day to day operational requirements and acting as a key point of contact between internal teams, management, suppliers, and external stakeholders.
- Ensure effective communication, scheduling, documentation, and timely follow up on departmental activities.
- Support smooth coordination between leadership, internal departments, service providers, and vendors to ensure efficient workflow and delivery of IT related requirements.
Duration
- 6 months and extendable if the work is satisfactory.
KEY RESPONSIBILITIES
- Manage and maintain IT related contracts, ensuring compliance with agreed terms and supporting effective coordination with internal and external service providers.
- Coordinate with resource management vendors to source suitable candidates based on approved business requirements.
- Manage NDAs, contractor documentation, and other administrative records as required.
- Support vendor performance evaluations and documentation prior to contract renewals.
- Provide administrative support to department leadership, including calendar management, meeting coordination, travel arrangements, and logistics.
- Coordinate leadership meetings, forums, workshops, and departmental reviews.
- Support departmental budgeting activities, invoice processing, purchase orders, and expense tracking.
- Coordinate employee and contractor onboarding/offboarding activities within the department.
- Assist with audits, compliance reviews, reporting requirements, and information requests.
TECHNICAL COMPETENCIES
- Proficient in MS Office Suite (Excel, Word, PowerPoint, Outlook) and collaboration tools such as SharePoint and Teams.
- Strong ability in preparing official correspondence, maintaining departmental records, preparing reports, and supporting dashboards and data analysis.
- Understanding of administrative processes, HR coordination, procurement workflows, and departmental systems.
- Knowledge of purchase requisitions (PR), purchase orders (PO), invoice processing, expense tracking, and vendor management processes.
QUALIFICATIONS, EXPERIENCE AND SKILLS
- Bachelor’s Degree or Diploma in Business Administration or related field.
- Minimum 5 years of experience in administration, executive coordination, or support roles within a corporate/IT environment.
- Strong organizational and coordination skills.
- Excellent communication and stakeholder management abilities.
- Proficient in MS Office and collaboration tools (Teams, SharePoint, reporting tools).
- Attention to detail, confidentiality, and ability to manage multiple priorities.
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