Office Manager

Job Purpose

The Office Manager acts as the central coordination point between the Managing Director and department heads, ensuring effective follow-up on meetings, action items, and day-to-day operational activities.

The role focuses on maintaining structured communication, tracking routine deliverables, and supporting smooth coordination across functions. This is a coordination-focused role with both administrative and operational responsibilities.

Key Responsibilities

Executive & Business Coordination

• Act as the coordination point between the Managing Director and department heads
• Lead and coordinate weekly departmental update meetings, ensuring all functions provide structured progress updates
• Schedule and organize meetings, including agendas and logistics
• Prepare and circulate Minutes of Meeting (MoM) and track action items
• Consolidate weekly updates into a clear summary for the Managing Director, highlighting key progress, delays, and action points
• Follow up with departments on agreed actions and timelines
• Prepare basic presentations and summaries as required

Communication & Documentation

• Maintain structured communication between departments and leadership
• Ensure proper documentation and filing of meetings, decisions, and correspondence
• Maintain organized records for tracking and reference

Operational Follow-Up

• Support coordination across departments to ensure timely execution of routine activities
• Track progress of agreed actions and ensure weekly updates are consistently provided by all departments
• Highlight delays, gaps, or risks to the Managing Director where required
• Provide general coordination support to leadership as needed

Confidentiality & Support

• Handle sensitive and confidential information with discretion

Educational and Technical Qualifications

• Bachelor's degree in Business Administration, Management, or a related field
• 5–8 years of experience in office management, executive coordination, or a similar administrative role
• Proven experience in coordination, follow-ups, and cross-department communication
• Experience supporting senior management in an administrative and coordination capacity
• Strong organizational, planning, and time management skills
• Good written and verbal communication skills
• High attention to detail with the ability to track actions and deadlines
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to manage multiple tasks and priorities effectively
• Professional, reliable, and able to handle confidential information

Language Skills

• Written and spoken English is essential.
• Preferably Arabic
• Knowledge of any other language will be an added advantage.