Office Coordinator

Business Area:

Seniority Level:

Job Description: 

As a Office Co-ordinator, you will:

• Administration: Provide administrative support to EMEA management where needed.

• Travel: Occasional travel to Dubai and Israel may be required

  Hours: Sunday - Thursday, 09:00 - 17:00

• Front-of-House: Ensuring a professional and welcoming environment for all employees and visitors.

• Visitor Management: Greet and direct visitors, vendors, and deliveries in a courteous and professional manner.

• Postal Logistics: Sort and scan incoming mail/packages, and coordinate domestic and international shipments from Saudi Arabia.

• Facilities Maintenance: Report ad-hoc maintenance issues to the landlord or relevant team member(s).

• Ticketing & Requests: Respond to basic facilities-related requests via the ticketing system (e.g., stationery refills, access requests).

• EMEA Collaboration: Assist the EMEA Office Services Manager with office programs, including weekly lunches, kitchen vending, and parking management.

• Security Coordination: Work with building security to coordinate temporary and permanent access for employees and visitors.

• Financial Administration: Act as the first line of approval for KSA and UAE facilities-related invoices in Coupa, ensuring amounts are correct and services are completed.

• Vendor Management: Source and onboard local facilities vendors in Coupa.

• Inventory Control: Monitor stationery, place orders for replenishment, and distribute supplies as needed.

• Event Support: Provide onsite support for executive visits and events; includes assisting with room and catering setup for meetings.

• HR Support: Assist with local onboarding and offboarding tasks, such as desk assignments, building access card assignment and office welcomes.

• Dubai & Israel Support: Offer remote administrative assistance for the Dubai and Israel offices where needed. Occasional travel to the Dubai site may be required, subject to management approval.

Occasional Responsibilities

• Provide additional support for facilities projects as they arise, which includes (but is not limited to) potentially working overtime on evenings and/or weekends.

• Regional Travel: Occasional travel to the Dubai and Israel offices may be required.

We're excited about you if you have:

• Experience: 5+ years of experience in office coordination, administrative support, or a similar role.

• Language Proficiency: Fluent in written and spoken English and Arabic (essential for local vendor management and government relations).

• Mobility: Must possess a valid passport and the ability to travel between KSA and the UAE.

• Customer Service: Enthusiastic about supporting colleagues and guests, with strong communication and interpersonal skills.

• Organisation: Ability to multitask effectively, stay organised, and prioritise basic tasks.

• Professionalism: Positive attitude, adaptable, and capable of working independently with guidance.

• Workplace tools: Experience ideal but not needed as training will be provided; Coupa, ServiceNow, G-Suite, Slack, SpaceIQ, Envoy, WorkDay, FedEx.

• Role not eligible for visa sponsorship

What you can expect from us:

• Generous PTO Policy 

• Support work life balance with Unplugged Days

• Flexible WFH Policy 

• Mental & Physical Wellness programs 

• Phone and Internet Reimbursement program 

• Access to Continued Career Development 

• Comprehensive Benefits and Competitive Packages 

• Paid Volunteer Time

• Employee Resource Groups

EEO/VEVRAA