Administration Coordinator Full Time

Job Summary:

We are seeking an experienced Administration Coordinator to support our Business Development (BD) and Operations teams in Dubai. The ideal candidate will ensure compliance and seamless coordination of client registrations, certifications, and other administrative tasks essential to our business functions. This role requires a high level of competency, fluency in Arabic, and strong organizational skills.

General Description of Role and Responsibilities:

• Proactively track expiration dates for all required certifications, including Local Content and Wafi, to prevent any lapses in compliance.
• Coordinate with relevant teams to gather necessary documentation and information for certificate renewals.
• Submit renewal applications on time and follow up to ensure certifications are processed promptly and accurately.
• Maintain an organized record of all certifications, ensuring accessibility for team members as needed.
• Manage and update client profiles and registrations across various portals to ensure full compliance with all regulatory and client requirements.
• Monitor registration requirements for any changes, notifying relevant teams of necessary adjustments.
• Collect and verify documentation required for client registrations and portal updates, working with internal teams to resolve discrepancies.
• Create and maintain a centralized database of registration and portal details, with easy access for BD and Operations teams.
• Regularly review notifications from client portals across the Kingdom to stay informed of updates, alerts, and deadlines.
• Filter and prioritize notifications to identify those requiring immediate action or escalations to the relevant team members.
• Communicate critical portal updates and notifications clearly to the BD and Operations teams.
• Set up automated reminders for recurring portal checks and deadlines.
• Assist the BD team in organizing and coordinating business development events, including scheduling, logistics, and onsite support.
• Handle event registration processes and liaise with venue providers and suppliers to confirm event details.
• Prepare and manage event materials, such as presentations, handouts, and attendee lists.
• Track and document event outcomes, collecting feedback to improve future event planning.
• Provide comprehensive administrative assistance to the BD and Operations teams as required, including scheduling meetings, managing calendars, and preparing documents.
• Serve as a point of contact for administrative inquiries and requests, ensuring prompt response and follow-up.
• Manage internal databases, ensuring data accuracy and up-to-date records across all team files.
• Take on additional projects and responsibilities as needed to support the teams objectives, demonstrating flexibility and a proactive approach.

These responsibilities require a high degree of attention to detail, organizational skills, and the ability to prioritize tasks effectively. The successful candidate will play a key role in ensuring smooth and compliant operations across the BD and Operations functions.

Qualifications, Experience, Knowledge and Skills:

• Proficiency in both Arabic and English, with strong reading, writing, and verbal skills.
• Previous experience in an administrative role with a focus on coordination, compliance, or business support.
• Ability to manage multiple responsibilities with attention to detail and efficiency.
• Strong competency in organizational and time management skills.
• Experience in supporting BD or Operations functions.
• Knowledge of compliance and registration processes in Saudi Arabia.