Project & Operations Coordinator

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 & RESPONSIBILITY

Project 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.

• Provide 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.

• Act 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.

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.

• 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.

• 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.