Office Coordinator

Role overview

This position sits within Workplace Services and supports the smooth running of reception, office administration, facilities coordination, and day-to-day client service. The role requires a polished, service-led professional who can manage multiple priorities, maintain high standards, and help ensure a secure, well-organised workplace.

Reception and front-of-house

• Handle incoming telephone calls in a professional manner, pass messages on quickly, and deal with reception queries efficiently.
• Greet clients respectfully, arrange visitor passes, provide refreshments, and inform the relevant Partner while making client visits the top priority.
• Keep the reception and waiting areas neat, welcoming, and fully stocked with current reading materials where required.
• Arrange meeting rooms through Eptura, including room setup, equipment needs, hospitality, and AV/IT support.
• Organise video conference bookings and confirm that the required systems are switched on and working properly.
• Receive, send, and monitor courier deliveries, respond to courier-related questions, and manage incoming and outgoing post.
• Sort incoming mail, record it accurately, and ensure it is distributed without delay.

Office administration

• Coordinate travel and accommodation through approved travel partners, including support for visa-related arrangements.
• Keep staff travel records current, including passport and ID details and exit visa information.
• Support document processing tasks such as scanning, printing, and photocopying, and prepare files with proper indexing and labelling.
• Manage original documents in line with records management rules, maintaining complete tracking and audit evidence.

Workplace and facilities coordination

• Represent Workplace and Facilities Services professionally while helping deliver quality hospitality, postal, file, and client support services.
• Monitor reception, meeting rooms, and shared spaces to maintain consistently high presentation standards.
• Help protect the safety and security of employees and visitors by issuing access passes and supporting first aid and incident reporting processes.
• Track stationery, refreshments, and catering supplies, and keep inventory levels under control.
• Assist with facilities contract coordination, serving as a link between users, contractors, and building management.
• Log helpdesk requests, follow them through to closure, and keep users informed of progress.
• Carry out scheduled and ad hoc floor walks in line with health and safety requirements, addressing housekeeping, signage, temperature, and safety matters, and agreeing next steps with the MEA WPS Operations Manager.
• Maintain health and safety records, including Fire Marshal and First Aider lists, first aid kits, defibrillators, and safety notice boards.
• Arrange and support DSE assessments, fire risk assessments, and health and safety inspections.
• Ensure compliance with Clyde & Co health and safety policies across in-house teams and contractors.
• Keep facilities records and management information accurate and up to date.
• Build and manage relationships with contractors, suppliers, and service partners to ensure reliable service delivery.
• Respond quickly to facilities issues and emergency situations.
• Support space planning, office moves, and the maintenance of current seating and desk lists.

Communication

• Stay in regular contact with Workplace Services Managers and colleagues across the business to support effective service delivery and alignment with operational needs.

Essential experience and capabilities

• Strong verbal and written communication skills, with the ability to develop and maintain professional relationships with clients, colleagues, and stakeholders at all levels.
• A strong client-service orientation, with experience handling high-profile, client-facing work to a consistently high standard.
• Advanced familiarity with document and case management platforms, plus solid technical ability with Microsoft Office and other digital tools.
• Highly organised working style, with careful attention to detail and a strong focus on accuracy in client communications and deliverables.
• Good judgement in prioritising tasks, managing deadlines, working under pressure, and adjusting to changing demands.
• Ability to work independently, take ownership of outputs, and ensure tasks are completed thoroughly.
• Team-oriented approach, with a willingness to support colleagues and contribute to a collaborative environment.
• Problem-solving ability with a practical approach to investigating issues, finding solutions, and following them through.
• Discretion and professionalism when dealing with sensitive or confidential information.
• Flexible, resilient, and open to new responsibilities, with a positive can-do mindset.
• Working knowledge of health and safety processes and procedures, including support for compliance recordkeeping.
• Experience coordinating with contractors, suppliers, or outsourced service providers is an advantage.
• Continuous-improvement mindset, with an interest in refining processes and building personal capability.

Candidate profile

• A good standard of education is required; a health and safety qualification would be beneficial.
• Prior experience in a law firm is considered an advantage.
• Strong communication skills and the ability to build effective professional relationships are essential.
• Confident, polished, and discreet when dealing with clients at all levels.
• Excellent attention to detail and a high degree of accuracy.
• Strong organisational ability with the capacity to manage competing priorities and meet tight deadlines.
• Comfortable using Microsoft Office applications.
• Able to work well both on your own and as part of a team, while maintaining strict confidentiality.

About the firm

Clyde & Co is a global firm with 500 partners, 2,400 lawyers, 3,200 legal professionals, and more than 5,500 people working across nearly 70 offices and associated offices worldwide. The organisation’s values emphasise teamwork, client service, diversity, bold decision-making, and excellence.

The firm is committed to operating responsibly, building a diverse and inclusive workforce, supporting communities through pro bono work, volunteering, and charitable partnerships, and reducing its environmental impact, including its commitment to the SBTi Net-Zero standard and ambitious emissions-reduction targets.

Equal opportunity commitment

The firm is proud to be an equal opportunities employer. It encourages applications from suitably qualified people from all backgrounds and identities, and does not tolerate discrimination in the workplace.

Privacy notice and role changes

Applicants are expected to review the privacy notice, which explains what personal information may be held, how it is used and obtained, and what rights and contact options are available as a data subject. Recruitment agency partners are responsible for ensuring candidates are aware of that notice.

This job profile reflects the role as currently defined, but the firm may reasonably amend duties and responsibilities as business needs change.

Arabic company information

بإنضمامك إلى شركة كلايد أند كو، تصبح جزءًا من فريق عالمي يضم 500 شريك، و2400 محامٍ، و3200 متخصص قانوني، وأكثر من 5500 موظف عبر ما يقارب 70 مكتباً وفرعاً حول العالم.

تعتمد الشركة على قيم توجّه قراراتها وتوحد جهودها وتعزز جودة الخدمة للعملاء وللشركة، وتشمل العمل بروح الفريق، والتميز في خدمة العملاء، وتقدير التنوع، والتصرف بجرأة.

تلتزم الشركة بالعمل بمسؤولية عبر تعزيز التنوع والشمول، ودعم المجتمعات من خلال العمل المجاني والتطوع والشراكات الخيرية، وتقليل الأثر البيئي مع الالتزام بمعيار صافي الانبعاثات الصفرية وأهداف خفض الانبعاثات.

Arabic equal opportunity and privacy

تفخر كلايد أند كو بأنها جهة عمل توفر فرصاً متكافئة، وتدعم العدالة والاحتفاء بالتنوع وترفض جميع أشكال التمييز في بيئة العمل. كما ترحب بطلبات المتقدمين المؤهلين بغض النظر عن الخلفية أو الهوية.

توضح ملاحظة الخصوصية البيانات الشخصية التي قد تحتفظ بها الشركة، وأغراض استخدامها، وكيفية جمعها، وحقوقك كصاحب بيانات، ووسائل التواصل المتاحة. وإذا كنت تقدّم مرشحاً عبر وكالة توظيف شريكة، فتقع عليك مسؤولية التأكد من إطلاع المرشح على إشعار الخصوصية. كما تحتفظ الشركة بحق تعديل هذا الوصف الوظيفي بشكل معقول بما يتوافق مع احتياجات العمل المتغيرة.