Admin Coordinator

Job Purpose

This role keeps the Karachi office running. It manages calendars for heads of department, books travel for the Pakistan team, and handles day-to-day office admin.

Key Accountabilities & Performance Indicators 1/4

Calendar management (heads of department)

• Manage calendars, meetings and priorities for heads of department across Karachi and Dubai time zones
• Prepare meeting packs, take and circulate minutes, and track action items to closure
• Screen calls, emails and visitors; handle correspondence and confidential documents

Travel and logistics (Pakistan team and CEO)

• Plan and book flights, hotels and ground transport in line with the travel policy
• Arrange visas, invitation letters and supporting documents for Pakistani passport holders (UAE, KSA, China, Turkey, Egypt and others)
• Coordinate the CEO's Pakistan visits end to end: itinerary, airport pickup, transport, security and meetings, aligned with the Dubai Office Manager
• Process travel advances, per diems and travel expense claims; keep a travel log for reporting

Key Accountabilities & Performance Indicators 2/4

Office administration and facilities

• Run daily office operations: housekeeping, building management, utilities, power backup, internet and security
• Manage office supplies, stationery and the fixed asset register
• Maintain filing, records and document control with full confidentiality
• Keep the office safe and compliant with health, safety and building requirements

Vendor management and petty cash

• Source and manage vendors (travel agent, transport, caterers, facility and maintenance services)
• Raise purchase requests, verify invoices and follow up payments with Finance
• Track contract and service renewals; maintain and reconcile petty cash

Key Accountabilities & Performance Indicators 3/4

HR and staff support

• Arrange onboarding logistics: workstation, access card, IT setup and welcome pack
• Maintain attendance and leave records and share them with HR
• Coordinate medical insurance enrolment and claims with HR and the insurer
• Organise staff meetings, town halls, team events and internal communications

Coordination and front office

• Act as the first point of contact for visitors, clients and service providers in Karachi
• Coordinate with the Dubai office, Finance, HR and IT so Karachi follows group policies and processes

Key Accountabilities & Performance Indicators 4/4

Leadership and Functional Competencies

Key Knowledge Areas

Education & Technical Qualifications

Certifications

Professional Experience

Experience: 3 to 5 years in office administration, executive assistance or travel coordination, ideally in a corporate or multinational setting.