Administration Officer

Job description / Role

About the role

We are seeking a proactive and detail-oriented admin officer to join our team in Dubai. This role acts as the first point of contact at our front desk while supporting administration, document control, logistics coordination, certificate issuance, marketing materials, and UAE government document monitoring.

If you are highly organized, good at multitasking, and enjoy coordinating between teams, this role is for you!

Key responsibilities

Front desk & communication
Manage incoming calls
Assist candidates during recruitment days/interviews
Coordinate facility maintenance requests

Administration & documentation
Prepare official company letters
Track and renew trade licenses, establishment cards, and permits

Office supplies & coordination
Arrange tissue, stationery, and pantry supplies
Coordinate marketing materials and printing with suppliers
Maintain proper inventory display for marketing shelves

Logistics & shipping
Manage local and international shipment bookings

Marketing & review support
Assist in Google reviews listing and response preparation
Coordinate printing of brochures, newsletters, and collateral

Vehicle & driver coordination
Update trackers
Ensure new drivers sign fleet policy
Monitor driver license validity and vehicle registration status

Certificates & recognition materials
Prepare employee monthly award certificates
Process pest management, SSC, and QPA certificates

Travel & accommodation
Arrange hotel bookings
Coordinate travel tickets

Government portals & attestations
Process Fujairah Municipality attestations
Merge required documents for contract approvals
Submit using assigned government portals

Municipality & document handling
Maintain Ajman Municipality credentials and secure filing
Handle essential document files for PRO and sales support

Qualifications & skills