Operations & Administrative Coordinator

The House of Ads Marketing & PR is looking for a highly organized, proactive, and detail-oriented Junior Operations Coordinator to support our daily operations in Dubai. The ideal candidate will help keep our agency organized, ensure tasks are completed on time, and support smooth communication between team members, management, and clients. Key Responsibilities: Operations & Task Coordination • Monitor daily workflows and follow up with team members to ensure tasks are completed on time. • Track project deadlines, deliverables, and pending tasks using our project management system. • Coordinate internal meetings, client appointments, and production schedules. • Identify delays, communicate operational issues, and escalate unresolved matters to management. • Maintain organized records, operational reports, and task updates. Production & Content Coordination • Coordinate filming schedules, production appointments, and team availability. • Follow up with the creative team on video editing, graphic design, and content delivery deadlines. • Monitor content publishing schedules and ensure approved materials are published on time. • Coordinate logistical requirements for production activities. Administrative & Client Support • Prepare and send approved invoices through the company’s invoicing system. • Follow up professionally with clients regarding outstanding payments and invoice-related inquiries. • Track payment statuses and provide regular updates to management. • Monitor employee attendance, leave requests, and administrative records. • Coordinate office supplies, purchases, and basic administrative requirements. • Follow up on client requests and ensure they are directed to the appropriate team member. This is a coordination and administrative support role, not a financial management or creative production position. Language Requirements: Fluent Arabic and good English communication skills are essential. Requirements: • 1–3 years of experience in operations coordination, administration, project coordination, or a similar role. • Excellent organizational skills and strong attention to detail. • Ability to manage multiple tasks, priorities, and deadlines simultaneously. • Strong follow-up skills and the ability to work independently without constant supervision. • Good written and verbal communication skills. • Proficiency in Microsoft Office, Excel, Google Workspace, and digital collaboration tools. • Familiarity with project management systems such as ClickUp, Asana, Trello, or similar platforms is an advantage. • Experience with invoicing systems and basic administrative payment follow-ups is an advantage. • Professional communication skills when dealing with clients and internal teams. • A proactive attitude, strong sense of responsibility, and willingness to learn. Previous experience in a marketing agency, advertising agency, or creative production environment is a plus, but not mandatory. What We Offer: • A collaborative and supportive working environment. • Practical training on our internal systems and workflows. • Opportunities to develop operational and project coordination skills. • Exposure to the daily operations of a growing marketing and creative agency. • Long-term career growth opportunities. Job Details: • Location: Dubai, UAE • Employment Type: Full-Time • Work Arrangement: On-Site We are looking for someone who takes ownership, follows through on responsibilities, and enjoys bringing structure and organization to a fast-paced working environment.