Assistant Admin Manager - 100% (M/F)

Overview

Responsibilities

• Manage the full day-to-day administration of the Abu Dhabi office, ensuring the office is well maintained, organized, and operating smoothly.
• Act as the main point of coordination for Abu Dhabi office administrative matters, including office access, seating arrangements, onboarding logistics, couriers, pantry supplies, stationery, and general office services.
• Coordinate with building management, maintenance teams, suppliers, vendors, and other service providers to ensure timely resolution of office and facility-related requirements.
• Oversee office supplies, access cards, service renewals, invoices, and administrative records, ensuring proper follow-up and coordination with Finance where required.
• Support new joiner arrangements, employee documentation support, internal communication, and general administrative assistance in coordination with HR.
• Ensure company office policies, administrative procedures, and internal standards are followed consistently within the Abu Dhabi office.
• Coordinate business travel arrangements for employees, including flight bookings, hotel reservations, transport arrangements, travel schedules, approvals, and supporting documentation.
• Liaise with employees, project teams, management, travel agencies, and service providers to understand travel requirements and secure suitable, cost-effective travel options in line with company policy.
• Maintain accurate records of travel bookings, approvals, invoices, itineraries, and related documentation for reference and follow-up.
• Coordinate business and visit visa requirements for employees travelling on business trips, including review of destination requirements, preparation of supporting documents, and follow-up on application status.
• Liaise with embassies, consulates, visa service providers, and travel agencies where required for business/visit visa applications, appointments, invitation letters, travel insurance, hotel bookings, and related documentation.
• Maintain organized records of business/visit visa applications and travel documents, ensuring timely follow-up until completion.
• Coordinate with Dubai HR/Admin teams to ensure consistency in administrative practices, employee support, travel coordination, and office-related processes across branches.
• Obtain quotations, compare vendor/service options, coordinate approvals where required, and support cost-conscious administration and facility management practices.

Requirements

• Bachelor's degree in business administration, Management, Human Resources, or a related field.
• Minimum 5 to 8 years of experience in office administration, travel coordination, administrative management, or a similar role.
• Mandatory experience in the Middle East, with strong understanding of UAE office administration, vendor coordination, and employee support processes.
• Prior experience managing office operations independently is preferred, ideally within an engineering consultancy, construction, professional services, or project-based environment.
• Experience coordinating business travel arrangements, including flights, hotels, transport, schedules, approvals, and related documentation.
• Hands-on experience supporting business/visit visa documentation for employee business travel, including coordination with embassies, consulates, visa service providers, or travel agencies.
• Clear understanding that the role is limited to business/visit visa coordination for business travel and does not include labour processing, employment visas, work permits, or residency visa processing.
• Strong organizational, coordination, follow-up, and multitasking skills, with the ability to manage priorities independently.
• Excellent communication and interpersonal skills, with the ability to work effectively with employees, management, project teams, HR, Finance, vendors, and external service providers.
• Strong attention to detail, particularly in travel arrangements, visa documentation, approvals, invoices, and administrative records.
• Proactive, self-motivated, solution-oriented, and positive approach to work, with willingness to take ownership of responsibilities.
• Good vendor coordination and negotiation skills, with the ability to obtain quotations, compare service options, and coordinate approvals.
• Ability to maintain confidentiality and handle employee, travel, and administrative information professionally.
• Good working knowledge of Microsoft Office tools and general office administration systems.

We Offer

• Opportunity to collaborate with a forward-thinking, synergistic, and innovative team.
• Exposure to cutting-edge projects driving Middle East / North African regions development.
• Personalized professional growth and developmental avenues tailored to your career aspirations.
• If you would you like to join our highly motivated and very successful team, please send us your complete application!