Administrative Assistant

ADMINISTRATIVE OPERATIONS COORDINATOR (Administrative Assistant)

(Business Operations, Administration & Organizational Support)

Location: United Arab Emirates
Employment Type: Full-Time
Reporting To: Operations Manager / Leadership Team

ROLE OVERVIEW

The Administrative Operations Coordinator is a business support professional responsible for ensuring the smooth, organized, and efficient operation of administrative, coordination, and organizational functions across multiple service sectors.

This role serves as a central point of coordination for communication, documentation, scheduling, reporting, records management, operational support, and day-to-day administrative activities that enable teams to perform effectively.

Administrative Operations Coordinators help maintain the structure, organization, and operational discipline that supports the company's commitment to safety, service excellence, accessibility, and sustainable growth.

This role goes beyond traditional administrative support and represents the company's commitment to operational excellence, accountability, and continuous improvement.

SERVICE ENVIRONMENTS YOU WILL SUPPORT

Depending on assignment, organizational priorities, and operational needs, Administrative Operations Coordinators may support activities across one or more of the following environments:

Medical & Injury Mobility

Supporting administrative coordination, documentation, scheduling, and stakeholder communication.

Neuro, Sensory & Autism Mobility

Supporting specialized programs, service records, training coordination, and operational support.

Children & Special Needs Mobility

Supporting educational, transportation, compliance, and family-facing administrative functions.

Education & School Transportation

Supporting school programs, service records, scheduling activities, and operational coordination.

Airport, Hotel & Travel Mobility

Supporting travel-related operations, bookings, partner communication, and service coordination.

Accessible Transport, Microtransit & Daily Mobility

Supporting operational administration, reporting, scheduling, and customer service functions.

Community, Independent Living & Aging-in-Place Mobility

Supporting community programs, service administration, and stakeholder engagement.

Workforce, Recovery & Return-to-Life Mobility

Supporting workforce mobility initiatives, operational reporting, and program administration.

Events, Sports, Veterans & Protocol Mobility

Supporting event planning, logistics coordination, scheduling, and administrative oversight.

Emergency, Humanitarian & Special Operations Mobility

Supporting documentation, communication, coordination, and operational readiness activities.

Assignments are based on organizational priorities, operational growth, and service demand. Administrative Operations Coordinators are not expected to support all service environments simultaneously.

ADMINISTRATIVE OPERATIONS COORDINATOR STANDARD (HOW WE OPERATE)

All Administrative Operations Coordinators are expected to:

• Operate with professionalism, accuracy, and attention to detail
• Maintain organized systems, records, documentation, and communication channels
• Communicate clearly, professionally, and respectfully with internal and external stakeholders
• Support operational efficiency through proactive coordination and follow-through
• Exercise sound judgment when handling confidential information and sensitive matters
• Anticipate administrative needs and resolve issues before they impact operations
• Maintain accountability for deadlines, reporting requirements, and assigned responsibilities
• Support a culture of organization, reliability, and continuous improvement
• Uphold integrity by maintaining accurate records and following company policies
• Act as a professional ambassador for the company across all service environments

Administrative Operations Coordinators are trusted professionals who take ownership of administrative excellence, communication, coordination, and organizational effectiveness.

KEY RESPONSIBILITIES

• Serve as a central administrative support resource for operational and leadership teams
• Manage calendars, appointments, meetings, and scheduling activities
• Coordinate internal and external communications, including emails, calls, correspondence, and stakeholder inquiries
• Prepare, organize, maintain, and archive company records, files, reports, and documentation
• Take meeting minutes and distribute action items and follow-up communications
• Support reporting activities, data entry, operational tracking, and administrative recordkeeping
• Assist with travel arrangements, accommodations, logistics, and meeting coordination
• Support procurement activities, vendor coordination, office supplies, and inventory management
• Assist with onboarding, training administration, personnel records, and compliance documentation
• Support conferences, exhibitions, events, networking functions, and organizational initiatives
• Coordinate document preparation, presentations, proposals, and administrative materials
• Assist with CRM systems, operational software, and business support platforms
• Maintain confidentiality of organizational, employee, client, and partner information
• Support continuous improvement initiatives and administrative process optimization
• Provide administrative support to leadership and cross-functional teams as required

QUALIFICATIONS & EXPERIENCE

• High School Diploma required; Associate's or Bachelor's Degree preferred
• Minimum one (1) year of experience in administration, office coordination, operations support, customer service, business support, or related fields
• Experience supporting transportation, healthcare, hospitality, tourism, education, accessibility, or service-based organizations is preferred
• Experience working in fast-paced, multi-tasking environments is highly desirable
• Ability to manage multiple priorities while maintaining accuracy and professionalism

LICENSING & REGULATORY REQUIREMENTS

• Ability to pass background checks and screening requirements where applicable
• Completion of required internal training programs
• Compliance with company policies and organizational requirements

REQUIRED SKILLS & COMPETENCIES

• Strong organizational and administrative skills
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to manage multiple priorities simultaneously
• Professional customer service and stakeholder management capability
• Proficiency in Microsoft Office applications
• Ability to learn new software platforms and business systems
• Strong documentation, reporting, and recordkeeping skills
• Ability to handle confidential information with discretion
• Strong time-management and follow-through capabilities
• Professional judgment and problem-solving skills

PREFERRED CERTIFICATIONS & TRAINING

• Microsoft Office Certification
• Administrative Professional Training
• Project Coordination Training
• CRM Software Experience
• Business Communication Training
• Customer Service Excellence Training
• Records Management Training
• Event Coordination Experience

(Training support may be provided for suitable candidates.)

WHY JOIN

• Purpose-driven work across multiple mobility sectors
• Structured, professionally managed, and growth-oriented environment
• Exposure to operations, leadership, strategic initiatives, and organizational development
• Ongoing training and professional development opportunities
• Performance recognition and career growth opportunities
• Opportunity to support a premium, inclusive, and mission-driven mobility organization

Administrative Operations Coordinators receive structured onboarding, cross-functional exposure, and opportunities to grow into operations, project coordination, executive support, business administration, and leadership support roles over time.

CORE MESSAGE

Organize with Precision. Support with Excellence. Enable Every Journey.

If you take pride in organization, professionalism, communication, and meaningful work, we invite you to apply and become an Administrative Operations Coordinator.