Admin & Operations Coordinator

Location: Dubai
Salary: AED 5,000 monthly (all inclusive)

From Fritz&Muller, we are currently partnering with a leading company in the Ingredients industry in the search for an Admin & Operations Coordinator to support day-to-day business operations and executive management.

We are looking for a high-energy, hands-on, and highly organized professional who thrives in a fast-paced, multitasking environment. The ideal profile is someone naturally proactive, solution-oriented, and always ready to resolve the day-to-day challenges of the business with agility and ownership.

This position requires a strong operational mindset, excellent coordination skills, and previous experience supporting Director-level agendas, travel, and executive priorities.

Key Responsibilities

• Manage end-to-end HR administration processes, including visa management (new visas, renewals, cancellations), contracts, and employee documentation
• Coordinate medical insurance and employee benefits administration
• Support payroll inputs, including attendance, leave records, and employee data accuracy
• Oversee the daily management of Zoho CRM, Zoho Books, and Zoho Projects, ensuring data integrity, workflow discipline, and correct internal usage
• Track KPIs, active projects, meetings, and deadlines, providing regular reporting and operational insights
• Support billing processes, including expense tracking, supplier invoice entries, and finance coordination within Zoho
• Act as the main internal point of contact for Zoho-related processes, troubleshooting, and process improvements
• Manage office operations, including supplies, vendors, maintenance, and cost control
• Ensure a well-structured, efficient, and fully functional office environment
• Coordinate complex travel arrangements for Directors, including flights, hotels, transportation, and itinerary management
• Manage and maintain Director-level agendas, meetings, calendar alignment, and stakeholder coordination
• Provide executive and personal assistance to Directors, including documentation, communications, and follow-up on key action points
• Proactively solve day-to-day operational issues, anticipating risks and ensuring smooth business continuity

Requirements

• Bachelor’s Degree in Business Administration or a related field
• 1–3 years of experience in administration, operations, executive support, or office coordination roles
• Mandatory hands-on experience with Zoho CRM / Zoho Books / Zoho Projects (non-negotiable)
• Proven experience in visa processing and HR documentation management
• Previous experience managing Director-level calendars, agendas, travel, and executive support
• Strong multitasking capabilities with the ability to handle multiple urgent priorities simultaneously
• Highly proactive, energetic, and comfortable working in a dynamic environment
• Strong problem-solving mindset with a natural predisposition to resolve operational issues quickly
• Excellent organizational skills and strong attention to detail
• Ability to manage confidential information with discretion and professionalism
• Advanced proficiency in MS Office (Excel, Word, PowerPoint)

What’s in it for you

• Opportunity to join a dynamic and fast-growing international company
• Direct exposure to senior leadership and cross-functional business operations
• Career development path within Administration, HR, Operations, and Executive Support
• Fast-paced, collaborative, and high-ownership work environment
• Competitive compensation package