Office Experience Coordinator

Job Summary

The Office Coordinator ensures the smooth day-to-day operation of the office while delivering a professional and welcoming front-of-house experience. The role coordinates office administration, employee services, facilities requests, vendors and building management to maintain a safe, organized and efficient workplace.

Key Responsibilities

Reception and Front of House

• Welcome visitors, clients and employees professionally and manage the reception and common areas.
• Manage the main phone line, messages, mail, couriers and deliveries.
• Coordinate visitor access, parking, passes and relevant security procedures.

Office Administration

• Manage office supplies, pantry items and stationery, including inventory tracking and ordering.
• Maintain office records, schedules, contact lists and administrative documentation.
• Coordinate new-joiner office readiness, including access cards, desk setup and welcome arrangements.
• Manage schedules for office service providers, including cleaning, pantry and landscaping teams.
• Coordinate meeting-room setups, internal meetings, small events and office activities.

Facilities Coordination

• Act as the main contact for building management, security, cleaning, maintenance teams and other office service providers.
• Log, track and follow up on repairs, air-conditioning issues, cleaning requests and safety concerns.
• Coordinate preventive maintenance and help ensure the workplace meets health and safety standards.
• Ensure meeting-room equipment and office facilities are functional and ready for use.
• Handle other reasonable requests required to maintain an effective office environment.

Qualifications and Experience

• Bachelor's degree or equivalent qualification.
• At least 5 years of experience in office coordination, office management, reception or administrative support.
• Basic knowledge of facilities coordination, or a clear willingness and ability to learn.
• Proficiency in Microsoft Outlook, Word and Excel.
• Strong communication skills in English and Arabic.

Key Competencies

• Professional, welcoming and customer-service focused.
• Organized, proactive and able to manage multiple priorities in a fast-paced environment.
• Strong interpersonal, coordination and problem-solving skills.
• Positive, reliable and collaborative team player.