We are seeking an Office Administrator to support smooth daily administrative operations and provide administrative assistance to senior leadership and internal teams. This role is essential to maintaining a professional and organised office environment, managing reception duties, maintaining and coordinating documentation, and supporting administrative tasks from other departments.
The ideal candidate is organised, proactive, detail-oriented, service-focused, and able to operate effectively in a small but fast-paced office environment.
Key Responsibilities:
Office and Reception Administration
- Serve as the first point of contact for visitors and callers, ensuring a warm and professional welcome.
- Maintain visitor logs and ensure proper access control in line with security protocols.
- Oversee the office's cleanliness, ambience, and upkeep.
- Manage procurement of office supplies, pantry stock, stationery, and consumables.
- Liaise with building management, maintenance providers, and external vendors.
- Maintain the office asset register and inventory records.
Administrative and Secretarial Support
- Draft, edit, and prepare letters, memos, presentations, and emails.
- Schedule internal and external meetings, including calendar coordination.
- Support travel arrangements including flights, hotels, visas, and itinerary planning.
- Manage meeting room bookings and logistics.
- Handle inbound and outbound courier coordination.
Document and Records Management
- Maintain well-organised electronic and physical filing systems.
- Update and track company documents, agreements, licenses, and vendor contracts.
- Ensure timely renewals of permits, insurance policies, and authorities related registrations.
Meetings and Events Support
- Arrange catering, refreshments, logistics, and meeting materials.
- Prepare agendas and minutes when required.
- Manage meeting rooms and venue bookings.
General Administrative Support
- Submit invoices to the Finance department and monitor processing status.
- Maintain petty cash logs and monthly expense trackers.
- Collaborate with the Finance and Procurement departments to ensure compliance with internal policies.
- Follow up on invoices, LPOs, receipts, confirmations, and acknowledgments.
- Assist with onboarding tasks, such as access cards, IDs, workstation setup, document collection.
- Support compliance with health and safety standards, including emergency procedures.
Experience and Education:
- 25 years of experience in administration or secretarial support roles.
- Experience in DIFC-based offices is an advantage.
- Background in corporate or financial services sectors preferred.
- Bachelor's Degree or Diploma in Business Administration or a related field.
Skills:
- Proficient in MS Office (Outlook, Word, Excel, PowerPoint).
- Strong organisation and time-management abilities.
- Excellent interpersonal and communication skills, with a customer-service mindset.
- High attention to detail, confidentiality, and accuracy.
Personal Attributes:
- Proactive, self-driven, and reliable.
- Well-presented, professional, and confident.
- Able to work independently and within a small team.
- Structured, disciplined, and solutions-focused.
