Administrative Operations Coordinator

Job Summary

To oversee and coordinate daily administrative operations ensuring a seamless flow of information and tasks between internal departments and external clients. The role involves managing corporate correspondence issuing invoices and quotations via company systems and providing advanced administrative support driven by technical proficiency and the use of Artificial Intelligence (AI) tools to maximize productivity.

Key Responsibilities:

• Coordination & Communication:
  

  • Act as the primary point of contact to route organize and assign daily tasks among different departments and staff members.
    

  • Communicate directly with clients in a highly tactful and professional manner responding to their inquiries and fulfilling their requests.
    

  • Draft send and manage formal corporate emails in both English and Arabic with a high level of professionalism.
    

• Financial & Administrative Operations:
  

  • Accurately generate and prepare professional price quotations using the companys internal systems (e.g. ERP).
    

  • Issue invoices to clients and systematically follow up on pending payments and collections.
    

  • Prepare simplified routine reports using MS Excel to track the status of ongoing tasks invoices and payments.
    

• Advanced Technical & Administrative Support:
  

  • Utilize AI applications and tools (such as ChatGPT or Gemini) to draft letters organize schedules automate routine tasks and enhance the overall quality of output.
    

  • Flexibly adapt to modern technical systems ensuring fast and accurate data entry and system management.
    

Requirements

Languages: Full professional proficiency in English (speaking and writing) is mandatory alongside fluency in Arabic.

Technical Skills:

• Advanced proficiency in Microsoft Office Suite with exceptional skills in MS Excel.
  

• Strong familiarity with and ability to leverage AI tools in a corporate administrative environment.
  

• Tech-savvy with the ability to quickly learn and adapt to the companys specific administrative and accounting software.
  

Experience: Proven past experience in secretarial roles administrative coordination or high-level customer service.

Personal Attributes:

• Quick learner with a sharp mind capable of multitasking and managing multiple priorities simultaneously.
  

• Excellent interpersonal skills demonstrating tact and courtesy in speaking and negotiation.
  

• Highly detail-oriented especially when handling financial numbers invoices and quotations.
  

Required Skills:

Languages: Full professional proficiency in English (speaking and writing) is mandatory alongside fluency in Arabic. Technical Skills: Advanced proficiency in Microsoft Office Suite with exceptional skills in MS Excel. Strong familiarity with and ability to leverage AI tools in a corporate administrative environment. Tech-savvy with the ability to quickly learn and adapt to the companys specific administrative and accounting software. Experience: Proven past experience in secretarial roles administrative coordination or high-level customer service. Personal Attributes: Quick learner with a sharp mind capable of multitasking and managing multiple priorities simultaneously. Excellent interpersonal skills demonstrating tact and courtesy in speaking and negotiation. Highly detail-oriented especially when handling financial numbers invoices and quotations.

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