Office Administrator

Job description / Role

Office Administrator – Trading Company (UAE)

A well-established trading company is hiring an Office Administrator to keep the office running smoothly and support day-to-day operations across admin, coordination, and basic finance documentation. This is a hands-on role for someone organised, reliable, and comfortable juggling multiple priorities.

Key responsibilities
- Manage front-office and general administration: calls, emails, visitors, office supplies, filing
- Coordinate courier shipments, deliveries, and document control
- Support trading operations with paperwork: quotations, LPOs, invoices, delivery notes, and basic order tracking
- Liaise with suppliers, customers, and internal teams to ensure smooth coordination
- Maintain accurate records (physical + digital) and keep trackers updated
- Assist with travel bookings, meeting coordination, and general team support
- Support basic accounts/admin tasks (petty cash, expense tracking, invoice follow-ups) as required

What we’re looking for
- Proven experience as an Office Administrator / Admin Assistant (trading company experience is a plus)
- Strong MS Office skills (Excel, Word, Outlook) and comfort using trackers
- Strong communication skills and a professional, service-minded approach
- Detail-oriented, discreet, and able to work independently
- Ability to prioritise and stay calm in a busy environment

Role details
- Industry: Trading
- Location: UAE (shared with shortlisted candidates)
- Start: ASAP (notice periods considered)

You’re a dependable, detail-driven Office Administrator who keeps the wheels turning in a busy trading environment. You’re naturally organised, comfortable managing multiple requests at once, and you take pride in clean documentation, accurate trackers, and fast follow-up.

You’re the person who makes sure the basics are always handled: calls and emails answered professionally, suppliers and customers updated, courier shipments coordinated, and paperwork (quotations, LPOs, invoices, delivery notes) filed and easy to retrieve. You’re confident using Excel and Outlook, and you’re not afraid of routine — you understand that in trading, consistency and accuracy are what protect service levels and cashflow.

You communicate clearly, stay calm under pressure, and you’re trusted with sensitive information. You work well with sales, operations, and finance, and you’re proactive about spotting issues early (missing documents, delayed deliveries, overdue invoices) and closing the loop without needing to be chased.

Most importantly, you’re reliable: you show up, you prioritise properly, and you make the office run smoother every single week.

About the Company

eMagine Solutions is one of the leading authorities on leadership and talent globally. Our combined resources of over 100 years professional experience mean that our clients trust us with finding them the top talent globally and candidates trust us to find them the right opportunity in a timely and confidential manner.

Throughout our offices we provide complete solutions for our clients, including traditional temporary and permanent recruitment, executive search, recruitment process outsourcing (RPO), salary survey's, market mapping and training and development courses.

Our global client list work with us not only because of our expertise but also because of our honesty, integrity and passion.