Administrative Assistant

Key Responsibilities

• Maintain accurate records of hotel inventory using **BoxHero system** and Excel database
• Perform general administrative tasks including filing, scanning, photocopying, and data entry
• Prepare reports, presentations, and documents using **Microsoft Office Suite**
• Manage and maintain both physical and digital filing systems
• Handle incoming and outgoing correspondence (emails, letters) and distribute accordingly
• Coordinate office deliveries, courier services, and supplier shipments
• Assist with travel arrangements including booking flights, hotels, and transportation
• Draft and circulate official notices, including warnings, fines, and building/elevator notices
• Act as a central point of contact for internal and external communications
• Track company vehicle-related matters including fines, **Salik and Darb balances**, and maintenance schedules
• Source suppliers, manage stock, and coordinate distribution of company merchandise
• Process weekly Heavy Vehicle Permits and monthly Construction Permits
• Maintain a digital archive of company documents including staff records, licenses, and vehicle documentation
• Liaise with vendors, suppliers, and service providers for administrative requirements

Qualifications

• Bachelor’s degree in Business Administration or relevant field
• Minimum **1–2 years of experience** in administration or office coordination (hospitality experience preferred)
• Strong knowledge of **Microsoft Office (Excel, Word, PowerPoint)**
• Experience with inventory systems (BoxHero or similar) is an advantage
• Good understanding of UAE administrative and operational processes

Skills & Competencies

• Strong organizational and multitasking abilities
• High attention to detail and accuracy
• Good communication and interpersonal skills
• Ability to manage documents and records systematically
• Problem-solving mindset and proactive approach
• Ability to handle confidential information professionally
• Time management and ability to meet deadlines

Additional Requirements

• Candidates with **freelance visa / own visa will be given preference**
• Immediate joiners are highly preferred

Job Types: Full-time, Permanent

Application Question(s)

• Are you available to join on an immediate basis? Yes/No

Experience

• Admin: 2 years (Required)

Language

• English (Required)

Location

• Dubai (Required)