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Office Coordinator
Zokolat Craft Chocolates
Dubai, UAE
Full Time
Entry
1 weeks ago
Calendar ManagementMeeting CoordinationTravel ArrangementsDocument ManagementAdministrative SupportCommunication Skills
Free
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Calendar ManagementMeeting CoordinationTravel Arrangements
About the Role
Zocoa Group is seeking a highly organized Office Coordinator to support senior management and ensure smooth day-to-day office operations. The role involves managing schedules, meetings, communication, documentation, task follow-ups, and travel arrangements.
Key Skills for This Role
Calendar ManagementMeeting CoordinationTravel ArrangementsDocument ManagementAdministrative SupportCommunication Skills
Responsibilities
- Provide comprehensive secretarial and administrative support to management
- Manage executive calendars, appointments, and schedules
- Screen, prioritize, and coordinate internal and external communications
- Prepare correspondence, reports, presentations, and official documents
- Schedule and coordinate meetings, interviews, management reviews, and departmental discussions
- Record meeting minutes and maintain action item trackers
- Coordinate local and international business travel arrangements
- Maintain organized filing systems for physical and electronic records
- Oversee general office administration activities including supplies and vendor liaison
Requirements
- High school diploma or equivalent; additional education or certification in office administration is a plus
- Proven experience as an office coordinator, secretary, or similar administrative role
- Excellent organizational and time management skills
- Strong communication and interpersonal skills
- Proficiency in MS Office and office management software
Full Job Posting
Job Summary
- Zocoa Group is seeking a highly organized, proactive, and detail oriented Office Secretary / Office Coordinator to support senior management and ensure smooth day to day office operations.
Key Responsibilities
- Provide comprehensive secretarial and administrative support to management.
- Manage executive calendars, appointments, and schedules.
- Screen, prioritize, and coordinate internal and external communications.
- Prepare correspondence, reports, presentations, and official documents.
- Maintain confidentiality of sensitive business information.
- Schedule and coordinate meetings, interviews, management reviews, and departmental discussions.
- Prepare meeting agendas and circulate supporting documents in advance.
- Record meeting minutes and maintain action item trackers.
- Follow up with stakeholders to ensure timely completion of assigned actions.
- Coordinate board meetings, management meetings, and client meetings as required.
- Manage and maintain executive and departmental calendars.
- Coordinate appointments with clients, suppliers, government entities, and business partners.
Travel & Itinerary Planning
- Coordinate local and international business travel arrangements.
- Prepare detailed travel itineraries, including flights, hotel bookings, transportation, and meeting schedules.
- Ensure travel documents, visa requirements, and supporting documents are arranged in advance.
- Manage travel related expenses and maintain travel records.
Cross Department Coordination
- Maintain a centralized tracker for tasks, approvals, commitments, and deadlines across departments.
- Follow up regularly with department representatives to monitor progress and completion.
- Coordinate information flow between departments and management.
- Escalate critical delays or pending matters requiring management intervention.
Documentation & Records Management
- Maintain organized filing systems for physical and electronic records.
- Ensure proper document control, version management, and retrieval processes.
- Prepare and maintain reports, trackers, correspondence, and operational records.
- Support the preparation of company policies, SOPs, and administrative documentation.
Office Administration
- Oversee general office administration activities.
- Coordinate office supplies, stationery, and administrative requirements.
- Liaise with vendors, service providers, and facility management teams.
- Monitor office maintenance requests and ensure timely resolution.
Communication & Follow Up
- Draft professional emails, letters, notices, and announcements.
- Coordinate internal communications across departments.
- Track pending approvals, requests, and action items.
- Ensure management directives are communicated and followed up effectively.
Reporting & Management Updates
- Prepare daily, weekly, and monthly administrative reports.
- Consolidate departmental updates and submit summaries to management.
- Maintain trackers for pending tasks, approvals, travel schedules, meetings, and key deliverables.
Process Improvement Support
- Identify administrative inefficiencies and recommend improvements.
- Support implementation of office procedures and administrative controls.
- Ensure adherence to company policies, documentation standards, and communication protocols.
Key Performance Indicators (KPIs)
- Timely scheduling and coordination of meetings.
- Accuracy and effectiveness of calendar management.
- Completion of meeting action items within agreed timelines.
- Timely preparation of travel arrangements and itineraries.
- Reduction in overdue administrative tasks and pending follow ups.
- Accuracy and timeliness of reports and documentation.
- Efficient management of office records and correspondence.
- Stakeholder satisfaction with administrative support services.
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