Office Coordinator

About the role

Artelia Middle‑East is seeking an Office Coordinator to support its multicultural team in Dubai. The role blends office operations, procurement, travel management and executive assistance, offering a hands‑on environment where you will interact with management, suppliers and service providers.

Key responsibilities

• Coordinate up to 30 travel requests per month, handling flights, hotels and related logistics.
• Raise and manage around 70 purchase orders annually in the IFS ERP system, processing receipts and maintaining records.
• Handle IT purchase requests, collaborating with IT and Finance to issue POs and goods receipt forms.
• Oversee office supplies, consumables, workplace purchases and recurring service agreements such as maintenance and cleaning.
• Manage vendor quotations, orders, invoices and follow‑up on agreements to ensure cost‑effective purchasing.
• Schedule driver services, transportation needs and day‑to‑day logistics.
• Maintain accurate administrative records and act as a central coordination point across teams.
• Provide executive assistance to the Managing Director, including calendar management, communications and meeting arrangements.

Required profile

• Minimum 2 years of experience in office administration, procurement coordination, executive support or a similar role, preferably in an international setting.
• Bachelor’s degree or diploma in Business Administration, Management, Procurement, Office Administration or related field.
• Familiarity with ERP or procurement systems; experience with IFS is a plus.
• Strong organisational and prioritisation abilities with commercial awareness.
• Proactive, discreet and able to manage multiple requests reliably.
• Fluent English and good command of Microsoft Outlook, Word and Excel.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• IFS ERP (or similar procurement system)