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Admin Assistant

Ghazanfar Group
Dubai, UAE
Mid-Senior
3 days ago
Office ManagementAdministrative SupportSchedulingCommunicationRecord KeepingMicrosoft Office Suite
Free

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Key skills for this role

Office ManagementAdministrative SupportScheduling
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1. Administrative Support

  • Manage reception professionally, well-organized front desk, ensuring visitors, including guests, investors, and partners, are greeted graciously and directed appropriately.
  • Manage front desk activities, including incoming calls, visitors, registration, and courier/mail handling.
  • Ensure proper filing, digital archiving, and secure maintenance of non- confidential records using the OMS (Office Management System).
  • 2.
  • Office coordination
  • Oversee day-to-day administrative activities such as organizing and maintaining a filing system for HODs.
  • Monitor and maintain inventory of office and pantry supplies, liaise with procurement for timely replenishment.
  • Coordinate guest arrivals, ensure they are welcomed appropriately, and manage parking arrangements to provide a smooth and professional visitor experience.
  • Coordinating with office staff (office boy, cleaners, parking) and supervising the cleanliness and readiness of all office spaces and shared areas.
  • Coordinate with facility service providers for housekeeping to ensure a professional office environment.

3. Conference Room Management

  • Manage the meeting room booking system and ensure real-time scheduling updates.
  • Prepare conference rooms with necessary tools (VC systems, projectors, screens) and refreshments.
  • Support setup and logistics for internal and external meetings or presentations.
  • Coordinate room availability for internal departments and external guests.

4. Leadership Calendar Coordination

  • Support the Chairman with calendar scheduling, reminders, and travel logistics.
  • Prepare documents, presentations, and correspondence for review.

5. Documentation and Records Management

  • Organize and update physical and digital filing systems, including archiving & retrieving documents through the Office Management System (OMS) with accuracy and version control
  • In compliance with company standards.
  • Organize and assist HODs in preparing administrative reports, compiling data summaries, and organizing compliance-related documentation to ensure accurate and timely support.
  • Support the Office Manager in generating reports and dashboards from OMS when required.

6. Support to HR & Events

  • Assist the HR team with planning and executing internal events, celebrations, and employee engagement programs.

Requirements

  • Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
  • Minimum 1–3 years of experience in a receptionist or front-office role within a corporate or professional environment.
  • Clear and professional verbal and written communication skills in English.
  • Ability to handle incoming calls, visitors, and correspondence efficiently.
  • Basic drafting skills for emails and routine communication.
  • Working knowledge of MS Office (Word, Outlook; basic Excel is an advantage).
  • Familiarity with visitor management, call handling, and front-desk procedures.
  • Willingness to support administrative tasks as required.
  • About the company
  • The Ghazanfar Group began as a small trading enterprise along the historic Silk Road and has evolved into one of Afghanistans leading private entities.
  • From our roots in Andkhoi as traders, we expanded into the wholesale market of consumable commodities, entering the petroleum industry in 1989, and have since diversified into banking with the establishment of Ghazanfar Bank, and construction through Ghazanfar Construction.
  • Our strategic focus is on making meaningful investments in Afghanistans infrastructure and human capital.
  • We are committed to projects that contribute to the nations recovery and development, aiming to improve living standards, create jobs, and enhance economic stability.
  • As Afghanistan navigates significant challenges, our efforts are directed towards supporting the countrys growth through sustainable real estate, banking, and large-scale construction projects.

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