Corporate Office Coordinator Dubai

Position Overview

This exciting opportunity based out of Aman’s new Corporate Office in Dubai will be the main contact person for a wide range of administrative and executive support-related tasks and will work closely with the Corporate senior management team in the Dubai office. The Corporate Office Coordinator will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure and high demands, while remaining flexible, proactive, and efficient. The successful candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, the ability to maintain a realistic balance among multiple priorities, have a genuine passion for hospitality, and guest experience.

Responsibilities

• Being the first point of contact and welcoming all visitors to the corporate office, representing the brand in the best possible light. Offering refreshments on arrival and during meetings
• Supporting the senior Corporate Office team with administrative tasks as required e.g., processing invoices for various departments and updating and maintaining Marketing invoice tracker, adhoc reports and general tasks of assistance to the wider team
• Keeping on top of general enquiries that come through to the reception email including calls, ensuring they are actioned accordingly and keeping strict confidentiality about contact numbers and emails within the company
• Assisting in coordinating the agenda of senior management team meetings and off-sites, and all leadership meetings
• Liaising with Corporate HR to assist with onboarding and offboarding of colleagues in the Dubai office including setting up IT equipment, office access, car parking
• Assisting with organising office social events
• Taking ownership and responsibility in the daily management of the office e.g., handling courier & post, doing online weekly food shop and stationary orders, meeting room setup etc.
• Administrative tasks to include composing and preparing correspondence that is sometimes confidential; distribution outside mail, scanning and filing documents, screening phone calls and visitors, arranging travel plans and hotels with relevant approval forms (BTA’s), itineraries, and agendas for senior leadership
• Keeping the meeting rooms and kitchenette fully stocked and tidy at all times
• Organizing any maintenance repairs needed within the office
• Managing the meeting room diary for internal and external meetings and appointments
• Ensuring staff are well kept and requests for them are met on a timely manner
• Being responsible for all stationary, department supplies and any general items that department teams will need as well as ordering stationery and groceries
• Being forthcoming and approachable for all members of staff and guests
• Responsible for all general office management, including building management coordination, Maintenance contracts, inventory of office supplies, arrangements for office maintenance and repairs – i.e., aircon maintenance, carpet shampooing, etc,
• Effective vendor management to ensure the work carried out by the outsource provider is up to the standard. Provide regular feedback / guidance if necessary.
• Execute safe workplace measures and ensure compliance with regulations and guidelines.
• Manage office budget and expenses – this may be passed on to the Finance person to support the coordinator on expenditure YTD.
  
  
  

Qualifications

• 2+ years of hands-on administrative support experience
• Fluency in English is required, Arabic is an asset
• Excellent communication skills, both written and verbal
• Strong organizational skills
• Strong integrity and respect for confidentiality
• Proficiency in MS Word, MS Excel, PowerPoint
• Strong problem-solving abilities
• Highly responsible and reliable
• High attention to detail
• Able to handle a multitude of tasks in an intense, fast paced environment
• Must possess outstanding guest services skills, professional presentation, and sophisticated interpersonal skills, be sensitive to cultural nuances with a serving mindset