Administration Coordinator

Role OverviewWe are seeking a highly organized and proactive Administration Coordinator to manage all administrative, documentation, and compliance tasks related to DMCC and JAFZA operations, while also providing comprehensive Executive Assistant/Personal Assistant support to the General Manager. The role requires strong multitasking abilities, excellent communication skills, and the ability to work independently in a fast-paced, regional environment.Key Responsibilities1. Free Zone Administration (DMCC & JAFZA)Handle all company license renewals, amendments, portal submissions, and compliance requirements for DMCC and JAFZA.Manage employee services: visas, E-signatures, Emirates IDs, medicals, and portal applications.Coordinate with Free Zone authorities for updates, approvals, inspections, and clarifications.Maintain company documents, certificates, tenancy contracts, and government records up to date.Track expiry dates for company licenses, visas, leases, insurance, and renewals.2. Regional Office AdministrationSupport administrative workflows across GCC/MEA offices (documents, follow-ups, reporting).Coordinate travel, hotels, itineraries, and logistics for regional teams and visitors.Prepare regional reports, trackers, and monthly administrative summaries.Liaise between departments to ensure smooth information flow and timely completion of tasks.3. Executive Assistant / Personal Assistant Support to GMManage the GM’s calendar, appointments, travel, meetings, and daily schedule.Prepare presentations, reports, meeting minutes, and confidential correspondence.Screen calls, emails, and requests, prioritizing and routing communications appropriately.Act as the primary point of contact between the GM and internal/external stakeholders.Handle personal tasks for the GM when required (discreet, limited extent).4. Office & Operational SupportOversee office supplies, vendor management, facility upkeep, and maintenance requests.Manage petty cash, basic expense tracking, invoice submissions, and follow-ups with finance.Support HR with onboarding coordination, induction scheduling, and documentation.Organize internal events, meetings, trainings, and workshops.Required Skills & QualificationsMinimum 3–5 years of experience in office administration or EA/PA role in the UAE.Hands-on experience with DMCC or JAFZA portals is an advantage.Strong communication skillsProficiency in MS Office (Excel, Word, PowerPoint).High professionalism, confidentiality, and attention to detail.Ability to work independently, multitask, and prioritize effectively.Strong coordination skills and ability to work with regional teams.