Office Administrator

Overview

Key Responsibilities:

Office Administration:

• Oversee office supplies and maintain inventory to ensure an organized and well-stocked workplace.
• Schedule and coordinate meetings, appointments, and events, ensuring all logistical arrangements are in place.
• Maintain accurate and organized filing systems, including both physical and digital records.

Communication and Coordination:

• Manage incoming and outgoing communications, including phone calls, emails, and other correspondence, directing them to appropriate personnel in a timely and professional manner.
• Draft, edit, and proofread documents, including correspondence, reports, and presentations, ensuring accuracy and professionalism.
• Serve as the primary liaison between internal teams and external stakeholders, maintaining a high level of professionalism in all interactions.
• Communicate fluently and professionally in English, both written and verbal, ensuring clear and effective communication across all levels.

Administrative Support:

• Prepare and process invoices, expense reports, and other financial documentation, ensuring accuracy and compliance with company policies and local finance laws.
• Assist with the onboarding process for new hires, including setting up workstations, coordinating orientation materials, and supporting HR processes.
• Arrange domestic and international travel for staff, including booking flights, accommodations, and preparing detailed itineraries.

Data and Document Management:

• Maintain and update office databases and management systems, ensuring data accuracy and confidentiality.
• Compile and generate reports, presentations, and other documents as needed for management review.

General Office Operations:

• Perform routine clerical tasks such as photocopying, scanning, and maintaining office equipment, ensuring functionality and addressing any repair needs.
• Handle confidential and sensitive information with discretion, adhering to company policies and legal requirements.

Qualifications:

• Bachelor’s degree in Business Administration, Law, or a related field is preferred.
• Must have 5 years of proven experience in a similar administrative role is preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Excellent organizational and multitasking abilities, with the capability to prioritize tasks effectively.
• Exceptional written and verbal communication skills in English (required).
• A thorough understanding of Dubai’s legal framework, including relevant administrative and financial regulations, is mandatory.
• Ability to work both independently and collaboratively within a team.
• Professional demeanor, with the ability to manage confidential information with the highest level of discretion.

Working Conditions:

• This is a full-time position based in a standard office environment in Dubai. Regular business hours apply, with occasional requirements for flexibility based on business needs.

Application Process:

To apply, please submit your resume with “Office Administrator” in the subject line.