Admin Coordinator
Date:
Nov 11, 2026
Location:
Company:
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.
