Project & Operations Coordinator

About The Position

• Position: Project & Operations Coordinator
• Place of Employment: Dubai
• Summary Of Role
• A highly organised and proactive Project & Operations Coordinator who supports the smooth running of business operations and key projects.
• The role combines project coordination, administrative support, diary and meeting management, document organisation, stakeholder follow-up, and general operational support.A reliable and detail-oriented individual, comfortable chasing actions and able to keep multiple workstreams moving without needing constant supervision.TASKS & RESPONSIBILITYProject Coordination
• Work closely with senior stakeholders and the GM.Support the planning, coordination, and delivery of internal and external projects.

Maintain project trackers, timelines, action logs, and status updates.

Follow up with internal teams, suppliers, and external partners to ensure deadlines are met.

Arrange project meetings, prepare agendas, take notes, and circulate action points.

Monitor progress and highlight delays, risks, or blockers to management.

Organise project documentation, including contracts, proposals, reports, and supporting materials.

Administrative & Operational SupportProvide general administrative support to senior management and the wider team.

Manage calendars, schedule meetings, and coordinate calls where required.

Prepare meeting packs, presentations, reports, and basic correspondence.

Maintain organised digital filing systems and records.

Assist with onboarding suppliers, consultants, clients, or partners.

Support invoice tracking, purchase orders, expenses, and basic finance administration.

Coordinate travel, events, workshops, or team activities where needed.

Communication & Stakeholder ManagementAct as a point of contact between internal teams and external stakeholders.

Draft and send professional emails, reminders, and follow-ups.

Ensure key information is captured, shared, and actioned.

Maintain confidentiality when handling sensitive business, legal, commercial, or HR information.

Experience / Personal

Requirements

• Required Skills & Experience
• Previous experience in project coordination, operations, executive support, or administrative roles.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Comfortable managing multiple priorities simultaneously.
• Strong attention to detail.
• Confident using Microsoft Office, Google Workspace, Slack, Zoom, and project management tools.
• Able to work independently and take initiative.
• Professional, discreet, and reliable.
• Desirable
• Experience working in a startup, legal, fintech, crypto, tech, or professional services environment.
• Experience using tools such as Trello, Monday.com, or Notion.
• Basic understanding of contracts, compliance, operations, or client onboarding processes.
• Ability to prepare simple reports, dashboards, or management updates.
• Personal Attributes
• Proactive and solutions-focused.
• Calm under pressure.
• Comfortable chasing people diplomatically.
• Highly organised and structured.
• Trustworthy and discreet.
• Commercially aware.
• Able to turn vague instructions into clear actions.