Office & Project Coordinator

Job Title: Office & Project Coordinator

The Office & Project Coordinator will oversee daily office operations and support project management activities. This role involves managing office tasks, coordinating meetings and travel, handling correspondence, and ensuring efficient office operations. Additionally, the coordinator will assist with project planning, tracking, and documentation.

Roles & Responsibilities:

- Office Management:
- Supervise daily office operations, including scheduling, correspondence, guest relations, and document management.
- Handle phone calls, emails, and inquiries, ensuring timely and professional responses.
- Organize and participate in management meetings, take minutes, and follow up on action items.
- Maintain and organize office supplies, ensuring proper stock levels and availability.
- Coordinate meetings, appointments, and travel arrangements for team members.

- Documentation & Reporting:
- Prepare business and status reports, presentations, and other necessary documents.
- Prepare and maintain project documentation, including contracts, permits, and compliance records.

- Coordination & Liaison:
- Liaise with vendors, service providers, and internal departments to ensure efficient office operations.
- Coordinate with contractors, suppliers, and project team members to ensure timely delivery of materials and services.

- Project Support:
- Support Facilities Management and other managers in the development of project plans, schedules, budgets, and progress reports.
- Track project progress and submit status reports to stakeholders.

- Compliance & Flexibility:
- Ensure compliance with company policies and procedures in all administrative activities.
- Be prepared to be deployed in different cities or departments as required by operational needs.

Desired Candidate Profile:

- Education & Experience:
- Bachelor’s degree in Business Administration or a relevant field from a reputed university.
- Minimum of 4 years of similar experience in Saudi Arabia, preferably with engineering companies involved in facilities management, project management, or diversified business.

- Skills:
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal skills.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Familiarity with project management software is a plus.
- Detail-oriented with strong problem-solving skills.
- Capable of working independently and as part of a team in a fast-paced environment.