Office Coordinator📣 Job Ad

About the Role

Clyde & Co is seeking an Office Coordinator to join their team in Makkah, specifically in Jeddah and Makkah cities. This full-time position requires 0-1 years of experience, with salary details not disclosed.

Key Responsibilities

The Office Coordinator will manage various front-of-house and administrative functions to ensure smooth office operations. Key duties include:

• Handling all incoming calls and reception inquiries professionally, relaying messages promptly.
• Greeting clients courteously, issuing visitor passes, offering refreshments, and notifying relevant personnel.
• Maintaining a tidy and professional reception and waiting area, ensuring up-to-date materials are available.
• Managing meeting room bookings via Eptura, ensuring correct setup, equipment, hospitality, and AV/IT requirements are met.
• Coordinating video conference bookings and ensuring system functionality.
• Receiving, dispatching, and tracking courier items, and managing inbound/outbound postal processes.
• Sorting and logging incoming mail for timely distribution.
• Coordinating travel and accommodation bookings with approved agents, including visa support.
• Maintaining up-to-date staff travel information, such as passport and ID details.
• Supporting document handling, including scanning, printing, photocopying, and preparing document folders.
• Handling original documents in line with records management procedures, ensuring accurate tracking.

Workplace and Facilities Coordination

The role involves acting as an ambassador for Workplace & Facilities Services, supporting the delivery of high-quality services. This includes:

• Monitoring and maintaining reception, meeting rooms, and communal areas to high standards.
• Ensuring the safety and security of staff and visitors, including issuing access passes and supporting incident reporting.
• Managing stock levels for stationery, refreshments, and catering, and overseeing inventory.
• Supporting the management of facilities service contracts and acting as a liaison between users, contractors, and building management.
• Logging and tracking Helpdesk jobs, ensuring resolution and updating end users.
• Conducting regular floor walks to address housekeeping, signage, temperature, and safety concerns.
• Maintaining Health & Safety compliance records, including Fire Marshal/First Aider lists and first aid kits.
• Scheduling and coordinating DSE assessments, Fire Risk Assessments, and H&S inspections.
• Ensuring adherence to Clyde & Co H&S policies.
• Managing facilities-related records and information.
• Managing relationships with contractors and vendors to ensure quality service delivery.
• Responding promptly to facilities-related issues and emergencies.
• Supporting space planning activities and office moves.

Essential Skills and Experience

Candidates should possess the following skills and experience:

• Strong verbal and written communication skills, with the ability to build professional relationships.
• An exceptional client service mindset, with proven experience in client-facing tasks.
• Advanced knowledge of document and case management systems, and proficiency in Microsoft Office Suite.
• Highly organised with excellent attention to detail and accuracy.
• Strong prioritisation and time-management skills, with the ability to manage competing deadlines.
• Ability to work independently, taking ownership of tasks and seeing them through to completion.
• A collaborative team player, contributing to shared goals and supporting colleagues.
• Proactive problem-solver, able to identify and resolve issues.
• Discreet, confidential, and professional, with sound judgment when handling sensitive information.
• A positive and flexible attitude, willing to take on new responsibilities.
• Competent understanding of Health & Safety processes and procedures.
• Experience working with contractors, vendors, or outsourced service providers is a plus.
• A continuous improvement mindset, suggesting process enhancements and developing personal knowledge.

Candidate Profile

The ideal candidate will have:

• A good standard of education; a health and safety qualification is desirable.
• Previous law firm experience is advantageous.
• Strong verbal and written communication skills, with the ability to build effective professional relationships.
• Confidence and professionalism when communicating with clients at all levels.
• Excellent attention to detail and a high level of accuracy.
• Strong organisational skills, with the ability to manage competing priorities and meet deadlines.
• Proficiency in Microsoft Office applications.
• The ability to work effectively both independently and as part of a team, maintaining confidentiality.