Office Admin Coordinator

Job Description

Company Overview

We are a forward-thinking fintech company specializing in innovative trading solutions and financial products. With a dynamic platform and a tech-savvy team that works seamlessly across time zones, we strive to provide cutting-edge services to traders worldwide.

About the Role

We are looking for a proactive and detail-oriented Office Admin Coordinator to join our Dubai office. In this role, you will support the day-to-day office administration and core HR operations, reporting directly to the HR & Operations Manager.

Key Responsibilities

• Manage day-to-day office operations and maintain a productive, well-organized workplace;
• Oversee pantry, office supplies, water, and cleaning stock levels;
• Coordinate with vendors and suppliers (couriers, maintenance, branding, events, IT assets);
• Accommodate partner requests and office visits;
• Handle petty cash, process vendor invoices, and collect utility bills (rent, electricity, water, internet);
• Prepare monthly expense reports and track budget records for office and engagement activities;
• Support meetings, visitors, and reception/front desk duties;
• Troubleshoot or escalate IT and facility-related issues;
• Maintain accurate employee records in BambooHR (attendance, leave, contracts, documents);
• Draft and issue official HR documents (offer letters, contracts, NDAs, letters, forms);
• Support onboarding and offboarding: prepare laptops, access cards, parking, and system access;
• Assist with UAE visa processing and immigration procedures, including DMCC license renewal;
• Process monthly payroll inputs (attendance, allowances, deductions) and coordinate with Finance;
• Administer group medical insurance (additions, removals, employee queries);
• Act as the first point of contact for employee HR and admin queries;
• Assist with organizing employee engagement activities, company events, and festive activities;
• Support ad-hoc tasks and responsibilities as needed.

Requirements

• BSc in Human Resources, Business Administration, or a related field;
• 1–3 years of experience in an HR/Admin, Office Administrator, or similar support role;
• Basic familiarity with UAE Labour law and visa procedures is a plus;
• Hands-on experience with HRIS systems (BambooHR preferred);
• Strong organizational and multitasking skills with high attention to detail;
• Proactive, self-driven, and comfortable working independently;
• Excellent written and verbal communication skills in English;
• Experience in the fintech industry will be a plus.

What We Offer

• On-site role in our Dubai office (DMCC);
• Schedule: Monday–Friday, 9:00–18:00;
• Visa sponsorship and medical insurance from day one;
• Opportunity to build and improve HR/Admin processes from the ground up;
• Dynamic, international team across offices in Malaysia, Thailand, Cyprus, and Colombia.