Administrative Officer

Overview

Office Administration & Operations

• Oversee daily office operations, ensuring a clean, organized, and well-maintained work environment.
• Manage office supplies and equipment inventory, including procurement, tracking, and replenishment as needed.
• Coordinate maintenance and repair of office facilities and equipment, liaising with vendors and service providers.
• Ensure compliance with health, safety, and security protocols within the office.

Document Management & Record Keeping

• Maintain and organize physical and electronic filing systems, ensuring documents are easily accessible and securely stored.
• Process, distribute, and track incoming and outgoing correspondence, including mail, emails, and courier packages.
• Prepare, format, and edit correspondence, reports, presentations, and other documents as required.
• Ensure all documentation complies with company policies and regulatory requirements.

Scheduling & Coordination

• Manage calendars, schedule meetings, and coordinate appointments for management and team members.
• Arrange travel itineraries, including flight bookings, hotel accommodations, and transportation.
• Organize internal and external meetings, conferences, and events, including logistics, catering, and audio-visual setup.
• Prepare meeting agendas, take minutes, and distribute action items to relevant parties.

Human Resources Support

• Assist with onboarding new employees, including preparing orientation materials and coordinating workspace setup.
• Maintain employee records and support the HR team with documentation and filing.
• Assist with tracking employee attendance, leave requests, and timesheets as needed.

Finance & Procurement Support

• Assist with processing invoices, purchase orders, and expense reports, ensuring accuracy and timely submission.
• Coordinate with the finance department on payment follow-ups and budget tracking for administrative expenses.
• Support procurement activities, including obtaining quotes, processing purchase requests, and liaising with approved suppliers.

Communication & Stakeholder Management

• Serve as the first point of contact for visitors, clients, and vendors, providing a professional and welcoming experience.
• Respond to general inquiries via phone, email, and in person, directing them to the appropriate departments.
• Liaise with government authorities and service providers for administrative matters, including renewals of licenses and permits.

Process Improvement

• Identify opportunities to improve administrative processes, increase efficiency, and reduce costs.
• Implement and maintain standard operating procedures for administrative tasks.
• Stay updated on best practices in office management and recommend relevant tools or systems.

& Experience

• **Education:** Bachelor's degree in Business Administration, Management, or a related field. A diploma with relevant experience may be considered.
• **Experience:** Proven experience in an administrative or office management role, preferably within the **[Industry]** sector in the UAE.
• **Technical Skills:** Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Experience

• with enterprise resource planning systems or document management systems is an advantage.
• **Languages:** Fluency in **English** is mandatory. Fluency in **Arabic** is a significant advantage for effective communication with local authorities, clients, and stakeholders.

& Competencies

• **Organizational Skills:** Exceptional ability to prioritize tasks, manage multiple responsibilities simultaneously, and meet deadlines in a busy environment.
• **Attention to Detail:** Meticulous approach to document preparation, record keeping, and data entry, ensuring accuracy and completeness.
• **Communication:** Excellent verbal and written communication skills, with the ability to interact professionally with individuals at all levels.
• **Problem-Solving:** Proactive mindset with the ability to identify issues and implement effective solutions independently.
• **Confidentiality:** High level of discretion and integrity when handling sensitive information and documents.
• **Time Management:** Strong ability to manage time effectively, adapt to changing priorities, and work under pressure.
• **Team Collaboration:** Willingness to support colleagues across departments and contribute to a positive team culture.
• **Customer Service Orientation:** Commitment to providing excellent service to internal and external stakeholders.

& Benefits

• Competitive, tax-free monthly salary commensurate with experience and qualifications.
• Comprehensive healthcare insurance.
• Annual flight tickets and other benefits as per UAE labor law.
• Opportunities for professional development and career progression within a growing organization.
• Pay: AED9,500.00 - AED14,000.00 per month