Administrative Coordinator

The Administrative Coordinator provides high-level administrative and coordination support to the Chief Commercial Officer (CCO). The role serves as a central point of coordination across commercial and operational functions, ensuring efficient workflow management, document control, departmental administration, reporting, and communication.

The position plays a key role in supporting executive priorities through effective organization, data processing, budget tracking, tax-related reporting coordination, and cross-functional liaison activities. The successful candidate will demonstrate exceptional organizational skills, multilingual communication capabilities, and the ability to prepare professional business documentation and reports in Arabic, English, and French.

Employment Details

• Employment Type: Permanent, Direct Hire
• Industry: Manufacturing
• Working Schedule: Sunday to Thursday, 8:00 AM – 4:00 PM

Key Responsibilities

Executive and Administrative Support

• Provide comprehensive administrative support to the Chief Commercial Officer and coordinate activities with the Chief Operating Officer.
• Manage calendars, appointments, meetings, and business schedules as required.
• Coordinate travel arrangements, accommodation bookings, and related logistics.
• Prepare meeting agendas, presentations, minutes of meetings, and follow-up action trackers.
• Screen, prioritize, and manage incoming correspondence and communications.
• Maintain confidentiality of sensitive business information and executive communications.

Department Coordination

• Act as a liaison between commercial, operational, finance, and other internal departments.
• Coordinate departmental activities and ensure timely completion of assigned tasks and deliverables.
• Monitor and track action items arising from management meetings.
• Facilitate communication and information flow between stakeholders.
• Support management in implementing administrative processes and operational improvements.

Document Management and Reporting

• Maintain effective document control systems, ensuring accurate filing, retrieval, and record management.
• Draft, edit, proofread, and format professional business documents, reports, presentations, letters, and correspondence.
• Prepare executive summaries, management reports, and departmental updates in Arabic, English, and French.
• Ensure all documentation complies with internal standards and corporate requirements.

Budget and Administrative Finance Support

• Assist in monitoring departmental budgets and expenditures.
• Support the preparation and tracking of budget-related documentation.
• Coordinate basic tax reporting requirements and maintain supporting records.
• Liaise with finance teams regarding administrative and reporting matters.

Data Processing and Analysis

• Collect, organize, manipulate, validate, and maintain business data from multiple sources.
• Generate routine reports, dashboards, and management summaries.
• Ensure accuracy and integrity of departmental data records.
• Support management decision-making through structured data presentation and analysis.

Communication and Translation

• Draft and translate professional correspondence, reports, presentations, and business documents in Arabic, English, and French.
• Ensure consistency, accuracy, and professionalism in all written communications.
• Serve as a communication bridge between multilingual stakeholders when required.

Office Administration

• Maintain efficient office administration processes and procedures.
• Coordinate logistics for meetings, workshops, and corporate events.
• Monitor administrative supplies and support procurement requests when necessary.
• Support continuous improvement initiatives aimed at enhancing administrative efficiency.

Qualifications/Experience:

• Diploma in Administration, Business Administration, Office Management, or a related field.
• Secretarial vocational training or equivalent administrative certification is required.
• Minimum 5 years of experience in an administrative support role.
• Experience within a corporate environment is strongly preferred.
• Experience supporting senior executives and cross-functional teams is highly desirable.

Required Skills and Competencies

Language Skills

• Native or fluent Arabic speaker.
• Excellent command of written and spoken Arabic, English, and French.
• Proven ability to draft, edit, and prepare professional reports and business correspondence in all three languages.

Technical Skills

• Advanced proficiency in MS Office suite
• Strong document formatting and presentation preparation skills.
• Excellent data processing and reporting capabilities.