ADMIN COORDINATOR - EXPERIENCE IN JOINERY INDUSTRY IS A MUST

Position Title: Joinery Admin Coordinator

• Location: Dubai Silicon Oasis (DSO) & Dubai Industrial City ( DIC)

Reports To: General Manager - Joinery

• Job Overview:

The Admin Coordinator in the joinery industry is responsible for managing the administrative functions that support daily operations. This role involves coordinating office activities, handling communications, managing documentation, and providing support to the management and project teams to ensure the smooth functioning of the business.

• Key Responsibilities:

Office Management:

• Oversee and manage daily office operations, ensuring a well-organized and efficient work environment.

Maintain office supplies and inventory, ordering new supplies as needed and managing vendor relationships.

• Handle incoming and outgoing correspondence, including emails, phone calls, and mail, ensuring timely and professional communication.

Document Management:

• Organize and maintain digital and physical filing systems, ensuring that all project documents, contracts, invoices, and other important records are properly stored and easily accessible.

Prepare, edit, and format documents, reports, and presentations as required by the management and project teams.

• Assist in the preparation and submission of project documentation, such as bids, proposals, and permits.

Scheduling and Coordination:

• Coordinate meetings, appointments, and travel arrangements for team members, ensuring all logistics are handled efficiently.

Assist in the planning and coordination of company events, meetings, and training sessions.

• Manage calendars for key team members, including scheduling site visits and project reviews.

Project Support:

• Provide administrative support to project managers and site supervisors, including tracking project timelines, updating schedules, and managing communication with clients and subcontractors.

Assist with the preparation of project-related documents, such as contracts, purchase orders, and change orders.

• Track and monitor project expenses, assisting in budget management and reporting.

Client and Vendor Relations:

• Act as a point of contact for clients, vendors, and subcontractors, handling inquiries and providing information as needed.

Assist in maintaining positive relationships with clients by managing communications and ensuring timely follow-up on requests and concerns.

• Coordinate with vendors and suppliers to ensure timely delivery of materials and services.

HR and Payroll Support:

• Assist in maintaining employee records, including attendance, leave, and payroll information.

Support the recruitment process by coordinating interviews, onboarding new employees, and managing related documentation.

• Assist with employee training and development programs, including scheduling and record-keeping.

Financial Administration:

• Assist in the processing of invoices, purchase orders, and expense reports, ensuring accurate record-keeping and timely payments.

Support the finance team with basic bookkeeping tasks, such as data entry and reconciling accounts.

• Prepare and submit regular financial reports to management, highlighting key metrics and budget performance.

Compliance and Safety:

• Ensure that all administrative processes comply with company policies, industry regulations, and legal requirements.

Maintain records of safety training, certifications, and compliance documentation for staff and subcontractors.

• Assist in the organization and documentation of health and safety initiatives within the company.

• Qualifications:

Education:

• High school diploma or equivalent; an associate or bachelors degree in business administration or a related field is preferred.

Experience:

• Minimum of 2-3 years of experience in an administrative role, preferably within the construction, joinery, or manufacturing industries.

Experience with office management, document control, and basic bookkeeping.

Skills: Strong organizational and multitasking skills, with excellent attention to detail.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management software is a plus.

Strong communication skills, both written and verbal, with the ability to interact professionally with clients, vendors, and team members.

• Ability to work independently and as part of a team, managing time effectively to meet deadlines.

Familiarity with basic accounting principles and experience with financial administration.

Job Types: Full-time, Temporary