Job details

From AED2,500 a month

Full-time

Abu Dhabi

Full job description

Administrative Coordinator

Company: IFBS Technology

Location: Abu Dhabi, UAE

Employment Type: Full-Time

Vacancies: 2

About the Role

IFBS Technology is looking for a highly organized, responsible, and detail-oriented Administrative Coordinator to support the company's daily administrative and documentation activities.

The role will primarily handle quotations, invoices, expense records, document control, correspondence, filing, and coordination between departments.

Key Responsibilities

• Prepare and maintain quotations, invoices, expense records, and other business documents.
• Maintain accurate records of quotations and invoices and follow up on their status.
• Record and organize company expenses, receipts, bills, and supporting documents.
• Maintain Excel trackers and administrative records accurately.
• Prepare professional letters, emails, reports, spreadsheets, and other company documents.
• Maintain proper electronic and physical filing systems.
• Coordinate documentation between Sales, Accounts, Procurement, Management, and other departments.
• Follow up internally on pending documents, approvals, quotations, invoices, and payments.
• Maintain customer and supplier documentation and records.
• Assist with purchase orders and procurement-related documentation when required.
• Support management with general administrative tasks.
• Schedule meetings and assist with calendars and appointments when required.
• Handle confidential company information professionally.
• Ensure documents are properly organized, updated, and easily retrievable.
• Perform other administrative duties assigned by management.

Required Skills & Qualifications

• Previous experience in administration, office coordination, sales administration, accounts support, or a similar role.
• Experience preparing quotations and invoices.
• Good understanding of expense tracking and document management.
• Strong knowledge of Microsoft Excel, Word, Outlook, and PowerPoint.
• Good written and spoken English.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Professional email and business communication skills.
• Ability to follow up and complete tasks without constant supervision.
• Ability to handle multiple priorities and meet deadlines.
• Professional attitude and ability to maintain confidentiality.

Preferred

• Previous UAE administrative experience.
• Basic knowledge of accounting or bookkeeping.
• Experience with ERP, accounting, CRM, or invoicing software.
• Experience working in a multi-department business environment.
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