AMS International UAE is seeking a proactive and organized Admin Assistant/Project Coordinator to manage the daily administrative and operational functions of the Ishara Foundation. The ideal candidate will be responsible for coordinating facility maintenance, handling documentation, liaising with vendors, and supporting the logistical and administrative needs of the organization. This role ensures the smooth execution of internal operations and external engagements, including exhibitions and events.

Key Responsibilities:

• Administrative Support: Oversee administrative tasks including documentation, filing, invoicing, and expense approvals.

• Facility Management: Coordinate facility maintenance and work with third-party vendors for repairs and annual maintenance.

• Records Management: Maintain and organize records for the gallery, storage spaces, and exhibitions.

• Procurement Management: Source and compare vendor quotations, handling the procurement process.

• Expense Tracking: Track operational expenses and ensure alignment with budget requirements.

• Logistics & Event Coordination: Support logistics and coordination for exhibitions, events, and special projects.

• Compliance & Procedure Management: Ensure all administrative tasks align with internal procedures and standards.

• Cross-Department Support: Provide operational support across other departments as needed.

Skills & Requirements:

• Minimum 2 years of experience in administration, preferably in an art institution, event company, or corporate setup.

• Prior experience in operations and logistics is essential.

• Proficiency in Microsoft Office Suite, especially Excel.

• Excellent organizational skills and ability to multitask with attention to detail.

• Strong communication skills—written, verbal, and interpersonal.

• Ability to manage multiple deadlines and handle confidential information with discretion.

• Proactive, adaptable, and able to work independently.

• Collaborative mindset with the ability to work across departments and levels.

Position Details:

• Reporting To: Director

• Position Type: Full-Time

• Work Hours: 10 AM – 7 PM, Monday to Saturday (with 2 days off on alternate weekends). Availability for late evenings as required for Ishara Programs at Alserkal Avenue.