Administrative Assistant Coordinator

About POLATI, LLC

POLATI, LLC is a leading central contractor specializing in the installation and leasing of advanced scaffolding systems for large-scale construction projects. The company is committed to delivering safe, efficient, and reliable scaffolding solutions at height, empowering partners to meet and exceed construction timelines. With a comprehensive suite of services—including scaffolding design, installation, and maintenance—POLATI, LLC provides tailored project agreements to support standalone scaffolding initiatives as well as integrated service packages. By combining technical expertise with operational excellence, the company ensures seamless project execution and client satisfaction.

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant Coordinator to join our team in Dammam. This full-time, on-site role is pivotal in maintaining the efficiency and professionalism of our office operations. The successful candidate will play a key role in supporting daily administrative functions, including managing schedules, coordinating meetings, and ensuring accurate record-keeping. This position serves as a central hub for communication, providing essential support to project and finance teams while maintaining high standards of customer service and internal collaboration.

Key Responsibilities

• Administrative Support: Manage daily office operations, including scheduling appointments, coordinating meetings, and maintaining organized documentation. Ensure all administrative processes are streamlined and executed with precision.
• Communication Management: Handle incoming phone calls and emails professionally, addressing inquiries and directing messages to the appropriate departments. Serve as the primary point of contact for internal and external stakeholders.
• Customer Service: Respond to customer inquiries promptly and courteously, providing accurate information and following up as necessary. Maintain a professional and helpful demeanor to enhance client satisfaction.
• Financial and Billing Support: Assist with basic financial and billing tasks, including data entry for invoices, expense tracking, and supporting billing processes. Ensure accuracy and timeliness in all financial documentation.
• Data and Record Management: Update and maintain databases, organize digital and physical files, and ensure compliance with company record-keeping policies. Contribute to a well-structured and accessible filing system.
• Internal Collaboration: Facilitate seamless communication between departments by preparing reports, distributing information, and supporting cross-functional projects. Act as a liaison to ensure alignment and efficiency across teams.

Qualifications and Skills

To excel in this role, candidates should meet the following requirements:

• Communication Skills: Exceptional verbal and written communication abilities, including professional email etiquette and clear articulation of information.
• Administrative Proficiency: Strong skills in scheduling, documentation management, and office coordination, with a keen eye for detail.
• Customer Service Orientation: A proactive approach to handling inquiries, managing follow-ups, and maintaining a positive and professional interaction style.
• Financial Acumen: Foundational knowledge of financial processes, including data entry for invoices, expense tracking, and support for billing operations.
• Organizational Excellence: Superior time management, attention to detail, and the ability to prioritize multiple tasks effectively in a fast-paced environment.
• Technical Competency: Proficiency in standard office software, such as Microsoft Office Suite, and familiarity with digital filing systems and databases.
• Industry Experience (Preferred): Prior experience in construction, industrial services, or scaffolding-related environments is a valuable asset, providing familiarity with industry-specific terminology and operations.
• Educational Background: A relevant diploma or degree in Business Administration, Office Management, or a related field is highly preferred.

Why Join POLATI, LLC?

As an Administrative Assistant Coordinator at POLATI, LLC, you will be an integral part of a dynamic team dedicated to advancing construction projects through innovative scaffolding solutions. This role offers the opportunity to develop professional skills in a supportive and collaborative environment while contributing to the success of large-scale projects. If you are a detail-oriented professional with a passion for administrative excellence and a commitment to operational efficiency, we invite you to apply and become a valued member of our organization.