Office Coordinator

About WebBeds

Launched in 2013, WebBeds is a global marketplace for the travel trade, providing powerful distribution solutions that make selling and buying travel products easier. It sources accommodation and destination services from travel suppliers, aggregates and merchandises that content in the WebBeds platform, then distributes it to its global network of travel trade buyers, who sell to the travelling public.

Hotels and other suppliers - global and regional hotel chains, independent hotels, apartments, resorts, attractions, transfer and sightseeing companies and more - can sell their products to a global network of online and offline travel buyers through robust solutions that provide greater inventory control to simplify distribution, and leverage WebBeds enhanced analytics to inform inventory optimisation choices – saving costs and increasing revenue.

Travel buyers - online travel agencies, retail travel agents, corporate travel managers, tour operators, wholesalers, tourism boards, super apps, DMC’s, group providers, airlines and more - can integrate the hundreds of thousands of hotels and ground services in the WebBeds marketplace through simple and seamless API connectivity, or they can search, shop and book online through one of WebBeds trade only booking sites.

WebBeds operates globally through four geographic regions – Europe, Asia Pacific, MEA (Middle East and Africa) and Americas - with over 1,900 travel professionals working in 120 cities across 50 countries worldwide. WebBeds also operates specialist brand UHI. UHI is a genuine pioneer, providing online pilgrimage travel services to travel agencies worldwide.

Find out more about the WebBeds business at

WebBeds is a travel brand of the Web Travel Group (ASX: WEB).

The Office Coordinator is responsible for supporting the efficient day-to-day operation of the office by coordinating administrative activities, facilities services, workplace support, vendor management, and employee-related office requirements. The role works closely with the Admin Site Officer to ensure a safe, well-maintained, and productive workplace environment that supports both employees and business operations.

Key Responsibilities:

Office Administration

• Support daily office operations and administrative requirements.
• Maintain organised records, documentation, and administrative files.
• Coordinate office supplies, stationery, and equipment inventory.
• Manage incoming and outgoing correspondence, deliveries, and courier services.
• Assist with preparing reports, presentations, and administrative documentation as required.

Facilities and Workplace Support

• Assist in maintaining a safe, clean, and professional work environment.
• Coordinate office maintenance requests and follow up on repairs with vendors and building management.
• Conduct routine office inspections and report facility issues to the Admin Site Officer.
• Ensure office equipment, meeting rooms, and common areas remain functional and presentable.
• Monitor facility-related supplies and coordinate replenishment when necessary.

Vendor and Service Coordination

• Coordinate with external vendors, contractors, and service providers.
• Assist with scheduling maintenance, cleaning, pest control, security, and other facility services.
• Track service requests and ensure timely completion.
• Maintain records of vendor agreements, quotations, and service reports.

Employee Support

• Serve as a first point of contact for general office-related employee enquiries.
• Support onboarding and offboarding activities, including workstation preparation and access
• coordination.
• Assist with employee engagement activities, company events, and site initiatives.
• Coordinate meeting room bookings and workplace logistics.

Health, Safety and Compliance

• Support site safety initiatives and workplace compliance activities.
• Assist in coordinating fire drills, emergency preparedness activities, and safety inspections.
• Report safety concerns and workplace hazards promptly.
• Maintain compliance records and documentation as required.

Procurement and Inventory Management

• Monitor office supply stock levels and submit purchase requests.
• Assist with procurement activities following company policies and procedures.
• Maintain inventory records for office equipment and supplies.
• Coordinate distribution and tracking of office assets.

Administrative Projects

• Support site improvement projects and workplace initiatives.
• Assist with office relocations, workspace reconfigurations, and departmental moves.
• Participate in administrative process improvement activities.
• Provide administrative support for site leadership activities when required.

The skills we would love to see in your suitcase!

• Bachelor’s degree in business administration, Office Management, Hospitality Management, or a related field preferred.
• 2-3 years of experience in office administration, facilities coordination, workplace services, or a similar role.
• Knowledge of office administration and workplace operations.
• Understanding of workplace safety regulations and compliance requirements
• Understanding of basic procurement and vendor management processes.
• Proficiency in Microsoft Office applications.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and manage competing priorities.
• Professional and customer-focused approach.
• Strong coordination and follow-through skills.
• Ability to build positive working relationships with employees and external vendors.

Why choose us as your next destination?

We are super proud of our dedicated team of friendly, energetic & passionate professionals. Our people are key to the success of our business & everybody at WebBeds has their own unique role to play as we continue to drive the company forward.

Over 50 different languages are spoken by our workforce, but whether working from offices in Dubai or London or out in the field in Johannesburg or Buenos Aires, we all share the common goal to take pride in what we do & to deliver our partners with unbeatable service & support.

• International highly skilled group of experts from all around the globe
• Dynamic environment with the chance to grow, influence & impact change ⚡
• Disruptive, fast-growing market leader within travel & endless possibilities
• Culture built on collaboration empowerment and innovation