Office Coordinator

About Forsite Creative Forsite Creative is an international strategy, concept and design firm focused on hospitality and F&B. We have a distinct drive in creating unique experiences and tailored environments that are profitable, concept driven, market-led and operationally feasible. With offices in Dubai and Amsterdam, the firm boasts a global presence, having successfully delivered projects in over 25 countries, supported by an international team of more than 50 professionals representing over 23 nationalities.Job Description and summaryThe Office Coordinator will play a key role in providing comprehensive administrative and operational support across all aspects of office management. This position will assist in ensuring the smooth day-to-day functioning of the office, including coordination of administrative tasks, vendor communication, and internal support activities. The Office Coordinator will report directly to the Office Manager and work closely with various departments to maintain an organized, efficient, and productive work environment.Responsibilities:Reception Coverage:o  Greet and direct visitors, ensuring a professional and welcoming experience.o  Manage incoming calls, emails, and general inquiries.o  Maintain a clean and organized lounge & reception area.Office Operations:o Oversee the day-to-day operations of the office, including managing office supplies, equipment, and liaise with the appointed cleaners.o Coordinate office maintenance and ensure facilities are in good working condition.o Liaise with third party I.T provider.o Handle office deliveries.Time and Attendance Records:o  Maintain accurate employee attendance records.o  Assist in tracking and reporting employee working hours, leaves, and absences.o  Coordinate with respective employees for any missed hours and other issues.o  Liaise with the accountant for monthly and quarterly compliance.Employee Onboarding Assistance:o  Assist HR in the onboarding process for new hires, including preparation of onboarding materials, workspace setup, and general support.o  Ensure smooth integration of new employees into the office environment.Company Assets Recording:o  Assist in the tracking and recording of company assets, including office equipment and technology.o  Ensure proper documentation and follow-up on asset allocation and returns.Assists with Repair & Maintenance:o  Liaise with appointed contractors to address office and intern apartments’ repair issues.o  Ensure proper documentation and record must be up to date.Administrative Support (Ad-Hoc):o  Provide administrative assistance to the management team as needed, including scheduling meetings, preparing reports, and organizing documents.o  Support the Head of Departments in completing the monthly timesheets.o  Assist in managing office-related events, such as team meetings or company celebrations.o  Other ad-hoc duties as required by the HoD or Office Manager.Qualifications:·       Bachelor Degree in Business Administration.·       Previous experience in an office coordination or administrative role.·       Excellent communication and organizational skills.·       Proficiency in MS Office (Excel, Word, PowerPoint).·       Ability to handle multiple tasks and prioritize effectively.·       Strong attention to detail and problem-solving skills.·       Ability to work independently and as part of a team.·       Knowledge in Zoho suites is a plusWhy Join Us?At Forsite Creative, we offer more than just a job – we provide an opportunity to be part of a dynamic team that is driving innovation and making a real difference in the Hospitality Design sector. Whether you're developing cutting-edge solutions, delivering exceptional service to our clients, or leading strategic initiatives, you'll be making a meaningful difference every day.Application Process:To apply for this position, please submit your resume and a cover letter to hr@forsitecreative.com outlining your relevant experience and why you are interested in this role. We thank all applicants for their interest in joining Forsite Creative, however, only those selected for an interview will be contacted.