ABOUT THE ROLE
WZN Healthy Food is seeking an organized, dependable, and proactive Administrative & Operations Coordinator to support management and keep daily business activities running smoothly.
Location: Doha, Qatar | Full-time, on-site
Reports to: Management / Business Owner
You will coordinate across departments, maintain accurate records, communicate with suppliers and service providers, and follow assigned tasks through to completion. Strong follow-up is central to this role: you will track progress, obtain clear timelines, escalate delays, and verify that issues have been resolved.
This is an individual contributor position focused on coordination and administrative support, with no team management responsibility.
KEY RESPONSIBILITIES
Administration and management support
• Prepare professional emails, letters, reports, spreadsheets, presentations, and meeting notes.
• Organize company records, contracts, quotations, invoices, and other business documents.
• Schedule meetings, appointments, and interviews; record action items and track deadlines.
• Keep management informed through concise updates on completed tasks, outstanding actions, and matters requiring attention.
Operations and task follow-up
• Coordinate with kitchen, operations, nutrition, customer service, delivery, finance, IT, and management teams as needed.
• Maintain a clear task and issue tracker with responsible contacts, deadlines, progress updates, and next steps.
• Follow up proactively with employees and external partners, confirm completion, and escalate delays or unresolved issues.
• Identify recurring operational problems and support the implementation of improved procedures.
Supplier and service provider coordination
• Request and compare quotations, collect information, and maintain supplier contact records.
• Follow up on orders, deliveries, shipments, invoices, and outstanding requests.
• Coordinate maintenance, equipment servicing, contractors, and other business services.
Technology coordination
• Document issues affecting the website, meal-planning software, POS, mobile applications, email, and other business systems.
• Coordinate with developers and IT providers on technical issues, updates, and service requests.
• Track open issues, communicate updates to affected teams, and check that reported problems have been corrected. Specialist IT expertise is not required.
Recruitment, employee, and finance administration
• Organize CVs and candidate records, contact shortlisted applicants, schedule interviews, and confirm availability, location, and notice periods.
• Support employee documentation and administrative requests.
• Collect and organize invoices, receipts, sales reports, bank statements, and supporting documents for management and the accountant.
• Follow up on missing financial documents and coordinate administrative queries with banks or payment providers when instructed. Accounting responsibilities remain with the finance team.
Customer service and project support
• Organize customer feedback and coordinate follow-up on service or operational issues.
• Help maintain FAQs, internal procedures, and knowledge resources.
• Support projects involving customer service tools, WhatsApp, Instagram, and AI chatbots.
• Conduct basic research, prepare comparisons and summaries, and assist with new systems and other business assignments.
SKILLS AND QUALITIES
• Strong organization, attention to detail, and consistent follow-through.
• Good written and spoken English, with professional communication skills.
• Proficiency in Microsoft Excel, Word, PowerPoint, and email; familiarity with Google Workspace or equivalent collaboration tools.
• Ability to prepare clear documents, maintain accurate spreadsheets, and learn new business systems quickly.
• Practical problem-solving skills and the ability to prioritize competing deadlines.
• Confidence working independently and coordinating with people across departments.
• Sound judgment about when to resolve a routine issue and when to escalate it.
• Discretion and professionalism when handling confidential company information.
PREFERRED EXPERIENCE
• 2–5 years of experience in administration, operations coordination, executive support, or a similar role.
• Experience in food service, restaurants, catering, healthy meals, hospitality, or another service-based business.
• Experience coordinating suppliers and external vendors or supporting senior management or business owners.
• Familiarity with coordinating software developers or IT service providers.
• Arabic language skills are an advantage.
WHAT SUCCESS LOOKS LIKE
You keep priorities visible, records accurate, and stakeholders informed. Tasks are followed up without repeated reminders, delays are raised early, and completed work is checked before an issue is closed.
If you take ownership, communicate clearly, and enjoy helping different teams stay organized, we would like to hear from you.
