Office Administrator

Description:

Phili Hospitality is seeking a highly organized and professional Operations & Training Coordinator / Office Administrator to support day-to-day operations in the Doha office, working closely with the Head Office in Southampton. The role focuses on office administration, training coordination, client meetings, and document control to ensure smooth operations and exceptional customer experience.

Key Responsibilities:
Training Logistics
Book training rooms, venues, and catering
Prepare attendance sheets, name cards, certificates, and training materials
Arrange audio-visual equipment
Coordinate with instructors and venues
Collect and follow up on attendee feedback

Client Liaison & Scheduling
Schedule meetings and training sessions
Issue meeting invites and online links
Confirm attendance and track action items
Maintain shared calendars and deadline reminders

Tenders & Document Control
Format and compile tender submissions
Maintain version control and document accuracy
Arrange delivery and submission of tender documents

Records & Compliance
Maintain company registration with QFC
Manage contact databases and training registers
Maintain confidential files with strict data privacy and accuracy

General Administration
Prepare meeting rooms and take minutes of meetings
Provide basic invoicing support
Follow up with suppliers and service providers
Handle external tasks (post office, bank, government & ministry offices, couriers)

Qualifications & Requirements:

Experience:
Minimum 2+ years in office administration, training coordination, or executive assistance
GCC / Qatar experience preferred but not essential