Administrative Assistant

Job description / Role

Office administration

Oversee daily office operations, including mail distribution, supplies inventory, and stationery procurement.
Coordinate internal and external meetings and manage boardroom bookings.
Maintain office policies, records, and confidential documentation.
Provide administrative support to managers (e.g. travel bookings, expenses reports etc).

Facilities & maintenance management

Supervise office upkeep, cleanliness, and safety compliance (fire drills, emergency protocols).
Coordinate repairs, maintenance schedules, and service contracts for equipment (AC, IT, furniture).
Liaise with building management for access and security matters.

Vendor management

Identify, onboard, and manage relationships with local suppliers (cleaning, catering, stationery, IT support).
Negotiate contracts, review invoices, and ensure timely payments.
Monitor vendor performance and resolve service issues promptly.

HR admin support

Support HR to assist employees with visa applications, renewals, and cancellations (employment, family, visit visas).
Track visa status, medical tests, Emirates ID, and labor contracts.
Liaise with the authorities if required.
Organize company events, staff onboarding, and office relocations when required.

Requirements

• Bachelor’s degree in Business Administration, Management, or related field (preferred).
• Minimum 3 years in office administration/facilities management in the UAE; experience in Abu Dhabi is a plus.
• Fluent in Arabic (native or bilingual proficiency) and English (both written and spoken).
• Basic knowledge of UAE labor/immigration laws and visa procedures.
• Excellent organizational and multitasking abilities.
• Proficient in MS Office (Word, Excel, PowerPoint).
• High attention to detail and discretion with sensitive information.
• Ability to work independently and under pressure.

Benefits

• Private health insurance
• Performance bonus
• Training & development
• Paid time off