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Department Definition
The Commercial & Business Engagement Division is responsible for driving strategic engagement programs and initiatives that support Expo City Dubai’s objectives, delivering commercial, educational, and social value. These initiatives include attracting local and international entities to set up their headquarters within Expo City; developing programs that contribute to the transfer of knowledge and exchange of experiences; enhancing the City’s positioning as a hub of excellence and a center for innovation, education and sustainability; developing strategic partnerships; and integrating businesses, SMEs, educational entities, students, and innovators as part of a cohesive ecosystem. The Coordinator responsibilities include providing support to the Commercial team in organizing of paperwork, client meetings, data entry, procurement administration support, filing management system, client management and overall administrative support.
Opportunity Responsibilities
Operational Responsibilities
- Schedule and co-ordinate logistics for required meetings
- Support the travel and accommodation bookings for the team
- Manage incoming and outgoing correspondence, including emails, letters, and phone calls
- Manage schedules and appointments for specific staff members, ensuring that meetings and other events are properly scheduled and coordinated
- Handle deliveries, signing for deliveries, and ensuring that they reach the appropriate recipients
- Maintain records and databases as required.
- Responsible for maintaining records and databases, such as visitor logs
- Provide general administrative support, such as filing documents, photocopying, and organizing paperwork for the office
- Create and manage the department’s filing system
- Support with procurement requisitions and low-value purchase orders
- Track the process of procurement and provide any supporting documents as required from the central procurement team
- Deal with email enquiries, taking meeting minutes, updating management roster in response to sickness, annual leave, shift swaps, etc.
- Manage team leave calendar and ensure leave is conducted in a manner acceptable to the department head
- Record data and administering of any internal requests such as MEP Passes or site access for vendors
- Support on specific projects as needed, general office management such as ordering stationery, and overall support
- Any other duties as required
Skills
3+ years of relevant experience as well as:
- Excellent data management and data entry skills, speed and accuracy
- Advanced knowledge of MS Word, Powerpoint and Excel
- Ability to work towards tight deadlines
- Strong written and oral communication skills
- Good organizational and planning skills
- Experience with CRM
- Ability to prioritize multiple projects and work independently, manage/review projects
- Good knowledge of computer systems such as SAP and project management systems