Office Operations Coordinator

About The Family Office Company

The Family Office is an independent wealth management firm offering customized investment solutions in alternative asset classes, including private equity, private debt, and real estate. Serving high-net-worth individuals and families, we provide tailored strategies to address unique financial needs with a focus on transparency, diversification, and long-term value. With a commitment to excellence and decades of expertise, The Family Office helps clients preserve and grow their wealth across generations.

Role Summary:

We are seeking a proactive and organized Office Operations Coordinator to serve as the first point of contact for our Riyadh office. This role is essential in ensuring smooth day-to-day operations, supporting internal teams, and maintaining a professional and welcoming environment for guests and staff.

Key Responsibilities:

Front Desk & Office Coordination

• Greet and assist visitors, clients, and vendors professionally.
• Manage incoming calls, emails, and correspondence.
• Maintain cleanliness and readiness of the reception area and meeting rooms.
• Coordinate courier services, mail distribution, and office supplies.
• Oversee seat assignments and workspace organization.
• Work closely with the office boy to ensure cleanliness and smooth office operations.
• Monitor and manage office inventory including stationery, pantry items, and supplies.
• Coordinate with vendors for timely procurement and deliveries.
• Maintain accurate inventory records and update stock levels regularly.

Administrative Support

• Assist with scheduling meetings, booking drivers, and coordinating travel arrangements.
• Support HR with onboarding logistics, ID issuance, and workspace setup.
• Handle petty cash reimbursements, invoice tracking, and supplier coordination.
• Print, file, and organize official documents and records.
• Manage and send internal announcement emails.
• Log and maintain computer and system access credentials.
• Upload and maintain records on internal systems such as Dynamic.
• Upload and track invoices on the Concur system to ensure timely processing and compliance.
• Maintain and update employee records including residency visa documentation and ensure timely renewals.
• Issue and update insurance-related documentation including renewals.

Business Support

• Assisted and supported in day-to-day business support tasks, onboarding coordination, and other administrative duties as required by the business.

• Event & Facility Support

• Assist in organizing internal events such as birthdays and farewells.
• Coordinate logistics for external meetings, visits, and exhibitions.
• Liaise with building management and external vendors for repairs, maintenance, and access control, including site visits when necessary (e.g., servicing coffee machines).

Governmental & Regulatory Coordination

• Handle tasks on government platforms (e.g., electricity, taxes, and company license renewals).
• Manage renewals for company licenses (commercial, legal, and insurance).
• Track and upload compliance-related invoices.

Qualifications:

• Higher education certificate required (Diploma or Bachelor's degree).
• Prior experience in an administrative or receptionist role, preferably in a corporate or financial setting.
• Strong communication skills in English and Arabic.
• Proficiency in Microsoft Office Suite and familiarity with systems such as Teamtailor, Dynamic, and Concur is a plus.
• Proactive, high attention to detail, and ability to multitask.