Office Coordinator

The Role

Working closely and collaboratively with the Doha office team to deliver a range of client, administrative,

facilities and workspace and financial associated services to ensure exceptional client service, both externally and internally.

Key responsibilities include managing front-of-house reception duties, overseeing postal services, stationery, and records management, as well as coordinating hospitality and meeting requests. You will also handle general office administration to ensure smooth service delivery.

The role involves monitoring outsourced suppliers and vendors against agreed service level agreements, supervising third-party contractors, and managing facilities services. Additionally, you will provide finance support, including processing employee expenses, handling invoices, distributing payments, and assisting with effective office debt collection, while supporting the regional debt collection team on Qatar-related matters.

Overall, these duties aim to maintain a process-driven environment that meets client needs and ensures the business is presented in a professional manner

The role will report to the Secretarial Team Leader and to the Doha Office partners.

Key Responsibilities

Proactively assist with the delivery of professional and efficient support services to the Doha clients, visitors, fee earners, staff, including:

Reception

• Answer incoming calls in a polite, efficient, and professional manner; accurately record and relay messages in a timely fashion.
• Welcome clients courteously upon arrival; issue visitor passes, offer refreshments, and promptly inform the relevant Partner. Clients should always be given priority over couriers or other visitors.
• Liaise with the IT Manager regarding any IT or telephone issues, and provide advance notice of any scheduled power shutdowns.
• Receive and dispatch documents via courier, ensuring accurate tracking using online systems.
• Assist with enquiries related to couriers and direct deliveries.
• Support and resolve enquiries regarding inbound and outbound postal processes.
• Sort and process incoming mail, date-stamping and logging it in Excel, and ensuring timely delivery to the correct case handlers.
• Schedule and coordinate video conference bookings, ensuring IT systems are activated and functioning as required.

Office Administration

• Co-ordinating with the relevant travel agents to assist team members with visa requirements, travel arrangements, and accommodation bookings.
• Coordinating visiting Clyde & Co staff travel arrangements and hotel bookings.
• Assisting with scanning, photocopying and printing documents.
• Collating document folders, indexing and labelling.
• Handling hard copy and original documents delivered to the office to ensure all necessary actions are taken to ensure compliance with records management procedures and policies, recording the accurate movement of all records and providing a complete audit trail.
• Processing of employee expenses and client disbursements on Chrome River
• Supporting with debt collection for Partners, liaising with clients regarding payments

Workplace Services Co-ordination

• Play a leading role as an ambassador of Workplace & Facilities Services.
• Assisting in the day-to-day coordination of in-house and outsourced services to include reception, hospitality, postal and file management services.
• Proactively manage stock levels relating to stationery, refreshments, catering to ensure adequate stock levels.
• Manage relationships with contractors, vendors, and service providers.
• Respond promptly to facility-related emergencies and issues.
• Promoting and maintaining the core values of Clyde & Co

Essential Skills & Experience

• Be fluent in English;
• Excellent organisational and time management skills with attention to detail.
• Strong technical skills with the ability to utilise electronic systems and packages to effectively manage day-to-day tasks to increase efficiencies.
• Professional, with a positive "can do" ethos willing to go the extra mile to deliver exceptional service.
• Effectively manages time with the ability to prioritise workload to meet changing needs.
• Ability to work independently in a high-pressure environment.
• A strong team player who understands the need to work collaboratively to deliver service for the benefit of the team/firm.
• Strong attention to detail with the ability to work to tight deadlines, planning and prioritising workload to achieve service delivery.
• Excellent verbal and written communication skills with the ability to build and maintain constructive and supportive relationships.
• Proficiency in the use of Microsoft Suite packages.
• Self-motivated and systematic

This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right, in its sole discretion, to add or subtract duties and responsibilities as it deems necessary.