Admin Coordinator

About Etihad Pioneers

Etihad Pioneers stands at the forefront of training and consultancy, specializing in Health & Safety, Compliance, and Professional Development programs accredited by globally recognized awarding bodies such as Highfield and IOSH. Our mission is to deliver unparalleled learning experiences while strictly adhering to international and regional regulatory standards. We foster a corporate culture built on professionalism, collaboration, accountability, and a relentless pursuit of excellence.

Position Overview

The Admin Coordinator plays a pivotal role in supporting the Training, Sales Aftercare, and Learning & Development departments by providing comprehensive administrative and operational assistance. This position is primarily responsible for managing training documentation, data entry, filing, record-keeping, and ensuring the integrity and completeness of all training-related records. The role demands a high level of precision, organizational acumen, and meticulous attention to detail to maintain seamless operational workflows and compliance with regulatory requirements.

The ideal candidate will exhibit a strong sense of responsibility, exceptional organizational skills, and the ability to manage administrative tasks with accuracy and confidentiality. This position is well-suited for individuals who thrive in dynamic environments and are committed to supporting the administrative backbone of a high-performing training organization.

Key Responsibilities

Training Documentation & Data Management

• Perform precise data entry for training records, attendance sheets, assessments, certifications, and client information to ensure accuracy and completeness.
• Organize, file, scan, and maintain both physical and digital training documents in a structured and easily accessible manner.
• Verify the integrity of all training documentation prior to submission or filing to prevent discrepancies or compliance issues.
• Develop and maintain organized databases and trackers to monitor training activities, certifications, and deadlines.

Training Administration & Coordination

• Assist with student registrations, attendance tracking, and exam documentation to streamline the training process.
• Coordinate training schedules, venues, and training materials in collaboration with internal teams and external trainers.
• Support post-training administrative tasks, including attendee reporting and the issuance of certificates.
• Ensure training files are completed in accordance with internal procedures and accreditation standards.
• Collaborate with trainers to collect and organize all required documents following training sessions.
• Maintain and update CRM and training management systems with accurate and up-to-date information.

Compliance & Record Control

• Support the maintenance of compliance records in alignment with training and accreditation requirements.
• Ensure all records are updated in accordance with company policies and awarding body standards.
• Assist during audits by preparing and organizing supporting documentation to facilitate smooth review processes.
• Monitor document validity and ensure records remain current, compliant, and readily available for inspection.

Communication & Stakeholder Coordination

• Serve as a liaison between trainers, clients, and internal departments to address administrative and documentation-related inquiries.
• Respond to queries professionally and promptly to maintain effective communication channels.
• Facilitate coordination between departments to ensure seamless day-to-day operations and training delivery.

General Administrative Support

• Assist in preparing reports, trackers, and internal documentation to support departmental and organizational objectives.
• Provide support for office administrative tasks and maintain organized filing systems to enhance operational efficiency.
• Handle confidential information with the utmost professionalism and discretion to uphold data security and privacy.
• Perform additional administrative duties as assigned to contribute to the overall success of the departments.

Qualifications & Requirements

Education & Experience

• A Bachelor’s Degree or Diploma in Business Administration, Office Management, or a related field is preferred.
• Fresh graduates with a strong academic background are highly encouraged to apply.
• Candidates with approximately one year of relevant experience in administration, coordination, or data entry will be given preference.

Skills & Competencies

• Exceptional attention to detail and accuracy in handling documents and data to ensure compliance and operational excellence.
• Proficiency in Microsoft Office applications, particularly Excel and Word, to support data management and reporting.
• Familiarity with CRM, ERP, or Training Management Systems is considered advantageous for streamlining administrative processes.
• Strong written and verbal communication skills in English to facilitate clear and effective interactions with stakeholders.
• Proficiency in Arabic, Hindi, or Urdu is an added advantage for supporting diverse client and team communications.