Administrative Assistant- Dubai

Job Title: Administrative Assistant- Dubai

09:00 AM to 06:00 PM (Mon to Fri) Full time/ Part time

ROLE PURPOSE

To keep the office running smoothly by managing people, information, facilities and day-to-day administrative processes,

ensuring records are accurate, compliance deadlines are met, and colleagues across all departments receive prompt, reliable support.

KEY RESPONSIBILITIES

• Records & Documents: Maintain employee records and company documents in the company drive and physical files; keep attendance records and share with HR and Directors.
• Travel & Meetings: Manage business travel end to end (flights, hotels, transport, visas, travel agents); arrange meeting reservations and venues; support the staff with international visa documentation.
• Onboarding & Visas: Coordinate with HR and IT for new joiners (access cards, business cards, security credentials, visas); handle employee family visas including GDRFA visits, attestation and renewals.
• Renewals & Permits: Track and complete renewals on time: employee parking, AOFC, P.O. Box, Trade License, Operational Permit, DMCC employee access, and office lease/Ejari when due.
• Office Facilities: Order pantry, water, stationery and supplies weekly; schedule AC servicing, cleaning, repairs, furniture, plants and printing; manage vendors; ensure health and safety standards.
• Finance Support: Prepare and submit employee claims (including via the claims software); record office, travel and entertainment expenses for Accounts; report monthly utility bills; manage petty cash.
• IT Coordination: Support meeting rooms, video conferencing, laptops, phones and Avaya desk phones; maintain IT inventory; coordinate IT procurement and maintenance with vendors and the IT team.
• Events & Gifts: Plan and coordinate office events and corporate parties (logistics, vendors, guest lists, invites); assist with client gifts for occasions such as Diwali and Christmas.
• General Admin: Support all departments with daily tasks, invoices and document handling, and keep the office organised.
• Health & Safety Compliance: Ensure office supplies and environment comply with health and safety standards.

KEY COMPETENCIES

• Reliability and discretion with confidential information
• Prioritisation and multitasking
• Clear communication with colleagues, vendors and government bodies
• Teamwork across offices (Mainly with – Dubai & India)

QUALIFICATIONS & EXPERIENCE

• Diploma or degree in Business Administration or a related field.
• Experience in an administrative or office support role, preferably in the UAE.
• Proficient in MS Office (Outlook, Excel, Word) and comfortable learning new software.
• Excellent written and spoken English; professional telephone and email manner.
• Strong organisation and follow-through, with attention to deadlines and detail.

#J-18808-Ljbffr…