Administration and Production Coordinator

Your tasks

The Administration and Production Coordinator is a hybrid responsible for ensuring the smooth and efficient day-to-day operation of the agency while providing hands-on coordination and administrative support for advertising and production projects. The role combines office administration with production coordination, working closely with Account Managers, creative teams, suppliers, production partners, and other internal departments. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple requirements, suppliers, and deadlines simultaneously in a fast-paced agency environment.

Administrative Responsibilities (50%)

• Office Administration: Manage day-to-day administrative activities, including calendars, meetings, correspondence, documentation, filing, and record management.
• Office Operations & Facilities: Coordinate office supplies, maintenance requirements, building management, and general office functionality.
• Vendor & Service Provider Coordination: Liaise with external vendors and service providers, obtain quotations, coordinate services, and follow up on deliverables.
• Travel & Logistics: Coordinate travel arrangements, transportation, accommodation, and other logistical requirements when needed.
• Meeting & Event Coordination: Support the organization of internal meetings, company events, employee activities, and other agency requirements.
• IT Administration: Coordinate with IT providers, maintain IT asset records, and follow up on equipment, access, and technical requirements.
• Documentation & Records: Maintain organized and accurate administrative records, supplier documentation, quotations, and other operational files.
• Internal Coordination: Support effective communication and follow-up between departments to ensure administrative requirements are completed on time.
• Compliance & Confidentiality: Handle company, employee, supplier, and project information professionally and confidentially.

Production Coordination – 50%

• Production Support: Coordinate production requirements for advertising campaigns, events, print, outdoor, digital, branding, and other creative deliverables.
• Supplier Coordination: Liaise with printers, production houses, event suppliers, photographers, videographers, fabricators, and other external partners based on project requirements.
• Quotation Management: Request and collect supplier quotations, prepare comparisons, maintain quotation records, and coordinate internally for approvals.
• Production Briefs: Work closely with Account Managers and internal teams to ensure suppliers receive accurate specifications, artwork, quantities, dimensions, deadlines, and other production requirements.
• Production Follow-Up: Closely monitor production timelines, approvals, outstanding requirements, and delivery deadlines.
• Logistics Coordination: Coordinate transportation, collection, delivery, installation, materials, and other logistical requirements related to production.
• Quality & Delivery Follow-Up: Follow up with suppliers to ensure deliverables meet approved requirements, specifications, timelines, and expected quality standards.
• Cost Tracking: Maintain accurate records of supplier quotations and production costs and flag any discrepancies or additional costs internally before proceeding.
• Production Documentation: Maintain organized project records, including quotations, approvals, supplier details, specifications, delivery information, and production trackers.
• Casting & Talent Support: Assist with coordination of influencers, talents, photographers, videographers, and other external resources when required.
• Event & Activation Support: Assist with production and logistical requirements for events, activations, shoots, installations, and other on-ground activities.
• Internal Project Coordination: Work closely with Account Managers, creative teams, and other departments to ensure production requirements are communicated clearly and delivered on schedule.

Requirements

Required Qualifications

• 2–5 years of relevant experience in administration, production coordination, project coordination, operations, or a similar role.
• Previous experience within an advertising, creative, events, production, branding, printing, or activation agency/environment is strongly preferred.
• Hands-on experience coordinating suppliers, quotations, production requirements, logistics, and deliveries.
• Strong understanding of production workflows and the ability to follow a project from brief and quotation through production and final delivery.
• Excellent organizational and multitasking skills, with the ability to manage several projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Strong attention to detail and accuracy in quotations, documentation, specifications, and production requirements.
• Ability to work effectively with internal teams, suppliers, and external partners.
• Ability to handle confidential information with discretion.
• UAE experience and familiarity with local suppliers and production processes would be an advantage.

Required Competencies

• Organization & Time Management: Ability to manage administrative responsibilities and multiple production requirements simultaneously while meeting deadlines.
• Supplier Coordination & Follow-Up: Strong ability to communicate requirements clearly, obtain quotations, follow up consistently, and ensure suppliers deliver as agreed.
• Attention to Detail: High level of accuracy when handling specifications, quotations, quantities, timelines, documentation, and deliveries.
• Execution & Ownership: Ability to take responsibility for assigned tasks and follow them through from initial request to successful completion.
• Communication & Coordination: Clear and professional communication with internal teams, suppliers, and production partners.
• Problem-Solving: Ability to identify operational or production issues early and coordinate appropriate solutions.
• Adaptability: Comfortable working in a fast-paced agency environment where priorities and production requirements can change quickly.
• Team Collaboration: Ability to work closely with Account Managers, creative teams, and other departments to support successful project delivery.
• Proactivity: Strong follow-up mentality with the ability to anticipate requirements rather than waiting for repeated instructions.
• Professionalism & Confidentiality: High level of integrity and discretion when handling company, project, supplier, and client-related information.