Admin & Operations Coordinator

Location:** Dubai

Key Responsibilities

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• Manage end-to-end HR administration processes, including **visa management (new visas, renewals, cancellations), contracts, and employee documentation**
• Coordinate **medical insurance and employee benefits administration**
• Support payroll inputs, including attendance, leave records, and employee data accuracy
• Oversee the daily management of **Zoho CRM, Zoho Books, and Zoho Projects**, ensuring data integrity, workflow discipline, and correct internal usage
• Track KPIs, active projects, meetings, and deadlines, providing regular reporting and operational insights
• Support billing processes, including expense tracking, supplier invoice entries, and finance coordination within Zoho
• Act as the main internal point of contact for **Zoho-related processes, troubleshooting, and process improvements**
• Manage office operations, including supplies, vendors, maintenance, and cost control
• Ensure a **well-structured, efficient, and fully functional office environment**
• Coordinate **complex travel arrangements for Directors**, including flights, hotels, transportation, and itinerary management
• Manage and maintain **Director-level agendas, meetings, calendar alignment, and stakeholder coordination**
• Provide executive and personal assistance to Directors, including documentation, communications, and follow-up on key action points
• Proactively solve day-to-day operational issues, anticipating risks and ensuring smooth business continuity

Requirements

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• Bachelor’s Degree in Business Administration or a related field
• 1–3 years of experience in **administration, operations, executive support, or office coordination roles**
• **Mandatory hands-on experience with Zoho CRM / Zoho Books / Zoho Projects (non-negotiable)**
• Proven experience in **visa processing and HR documentation management**
• Previous experience managing **Director-level calendars, agendas, travel, and executive support**
• Strong multitasking capabilities with the ability to handle multiple urgent priorities simultaneously
• Highly proactive, energetic, and comfortable working in a dynamic environment
• Strong problem-solving mindset with a natural predisposition to resolve operational issues quickly
• Excellent organizational skills and strong attention to detail
• Ability to manage confidential information with discretion and professionalism
• Advanced proficiency in **MS Office (Excel, Word, PowerPoint)**
• What’s in it for you
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• Opportunity to join a **dynamic and fast-growing international company**
• Direct exposure to **senior leadership and cross-functional business operations**
• Career development path within **Administration, HR, Operations, and Executive Support**
• Fast-paced, collaborative, and high-ownership work environment
• Competitive compensation package