Job Description

About the job Operations Coordinator // Natural History Museum Abu Dhabi
About BLR
BLR WORLD is an award-winning talent consultancy for the culture, entertainment and events sectors, enabling organisations to plan, staff and operate unique permanent and temporary visitor experiences with the very best people.
Our core services are HR Consultancy, Recruitment, Training, and Operations. We find brilliant people, create high performing teams, design environments and training to help them thrive, then manage them seamlessly on the ground. The result? One-of-a-kind experiences delivered by energised and enthusiastic teams, exceeding the highest standards.
About the Role
The Operations Coordinator plays a critical support role within the client account, working closely with Account Managers to ensure seamless daily operations across staffing, procurement, stock management, scheduling, reporting, and stakeholder coordination. This position ensures that all operational requirements are delivered on time, within budget, and to the highest quality standards reflective of BLR WORLDs service excellence.
The Operations Coordinator will act as an administrative and operational backbone for the account, supporting a large team of duty managers, team leaders, hosts, ticketing staff, and specialized positions.
Responsibilities:
1. Procurement & Vendor Coordination
Assist Account Managers in end-to-end procurement processes, including raising purchase requests, collecting quotations, vendor comparison, preparing LPOs, and tracking approvals.
Monitor all existing contracts and service agreements to ensure compliance with scope, timelines, and deliverables.
Coordinate with suppliers for delivery schedules, installation, and maintenance of required equipment (e.g., buggies, barriers, devices, uniforms).
Maintain detailed procurement logs, warranty records, asset trackers, and contract expiry calendars.
2. Scheduling & Workforce Coordination
Support the creation of weekly and monthly staff rosters in coordination with Account Managers and Duty Managers.
Ensure full operational coverage across all client positions, adjusting rosters based on absences, emergencies, peak times, or event-specific requirements.
Track staff attendance, leave requests, and shift changes using Connecteam or other relevant systems.
Communicate roster updates to team members and ensure alignment with museum operational hours.
3. Stock & Inventory Management
Maintain accurate stock records for all consumables, uniforms, equipment, devices, stationery, and operational supplies.
Conduct weekly and monthly stock counts in coordination with team leaders and warehouse/store teams.
Track usage trends and raise replenishment requests in advance to avoid shortages.
Ensure all items are issued, stored, and returned following client and BLR WORLD inventory protocols.
Monitor condition of assets and coordinate repair or replacement as needed.
4. Operational Support
Assist Account Managers with daily operational follow-up, issue logging, and task tracking.
Support coordination during special events, VIP visits, school programs, or operational trials.
Prepare operational documents such as checklists, briefings, reports, and escalation trackers.
Serve as a liaison between the operations team and supporting departments (HR, Recruitment, Finance, Training, Logistics).
5. Administrative & Reporting Tasks
Prepare daily, weekly, and monthly reports on staffing, procurement, stock levels, incidents, and operational performance.
Draft minutes of meetings, circulate action points, and follow up on pending items with relevant stakeholders.
Maintain filing systems for all account-related documentation (digital and physical).
Support payroll preparation by providing accurate attendance summaries and overtime records.
Ensure operational procedures follow client guidelines, BLR WORLD SOPs, and HSE standards.
Support onboarding and induction of new team members by preparing materials and coordinating with the Training Manager.
Report any operational risks, maintenance issues, or HSE concerns to Account Managers immediately.
Skills & Competencies
Excellent organizational and multitasking ability.
Strong attention to detail and accuracy.
Proactive problem-solving and follow-through skills.
High level of professionalism when dealing with clients, suppliers, and team members.
Ability to work independently and as part of a diverse team.
Flexibility to adjust working hours occasionally for special events or operational needs.
Qualifications & Experience
Bachelors degree in Business Administration, Management, Operations, or a related field.
Minimum 23 years of administrative, coordination, or project support experience (museum, cultural sector, hospitality, or events experience is a strong advantage).
Experience in procurement, scheduling, or inventory management preferred.
Proficiency in MS Office (Excel, Word, PowerPoint), scheduling tools, and workforce management applications (e.g., Connecteam).
Strong written and verbal communication skills.
Ability to work in a fast-paced, multi-stakeholder environment with shifting priorities.
Reporting:
Position Title: Operations Coordinator
Department: Operations
Reports To: Account Managers

Skills Required