Administration & Operations Coordinator

Position: Administration \& Operations Coordinator

Reports To: Deputy Manager; General Manager only when required

Provide administrative and operational support to the Deputy Manager across HR, procurement, accounts, and office administration. Key responsibilities include:

• HR \& Attendance: Monitor and review daily attendance, overtime, leave, absences, and site allocations; follow up discrepancies; prepare monthly attendance summaries for payroll/WPS; and assist with employee records, visa documentation, onboarding/offboarding, resignations, terminations, and final settlements.
• Procurement: Handle material inquiries, obtain and compare quotations, negotiate prices and terms, prepare and follow up LPOs, monitor stock availability, lead times, deliveries, and urgent site requirements.
• Accounts Support: Assist with supplier bills, payment processing, petty cash, employee advances/reimbursements, expense categorization, VAT documentation, QuickBooks entries, and bank reconciliation.
• Supplier \& Document Control: Follow up and maintain records of quotations, Proforma Invoices, Delivery Orders, Tax Invoices, SOAs, credit notes, receipts, and payment documents.
• Administration \& Reporting: Maintain company records and correspondence and prepare price comparisons, procurement reports, attendance/site allocation summaries, payment reports, and other management reports.
• Project Cost Allocation: Assist in allocating manpower, materials, purchases, and expenses to the appropriate projects/sites.
• Management Support: Follow up on instructions and pending matters assigned by the Deputy Manager and coordinate with the General Manager when specifically required.
• Confidentiality: Maintain strict confidentiality of employee, payroll, financial, supplier, and company information.

Key Skills

Procurement \& Supplier Management HR Administration Payroll/WPS Support QuickBooks Accounts Assistance Microsoft Office (Word \& Excel) Price Comparison \& Cost Analysis LPO/PO Processing Document Control Project Cost Allocation Bank Reconciliation Support Professional Correspondence Supplier Negotiation Reporting Coordination \& Follow\-up

Pay: AED2,500\.00 \- AED3,500\.00 per month

Work Location: In person