Office Administrator
Skills
About This Role
Office and Facility Management
- Oversee and manage office lease agreements and license renewal processes for DAFZA and JAFZA offices
- Maintain and regularly update records such as PO Box renewal yearly
- office parking allocations, and renewal yearly and liaise with DAFZA authorities for updates or reassignments
- Coordinate with vendors and service providers for routine maintenance, including office cleaning, pest control, plant care, and other facility services
- Manage facility repairs and maintenance requests, liaising with building management for any premises-related issues or escalations
- Coordinate insurance renewals (office, assets, liability) in collaboration with the internal US insurance team
- Oversee utilities management, including Etisalat accounts, Wi-Fi subscriptions, UPS systems, and ensure operational efficiency
- Handle procurement of office supplies, IT equipment, stationery, and pantry/grocery items, ensuring adequate inventory control and vendor cost efficiency
- Administer courier and shipment services (local and international) through UPS, Aramex, and other approved service providers, maintaining shipment logs and cost tracking
- Compliance and Licensing:
- Manage and ensure timely renewal of trade licenses for DAFZA and JAFZA entities.
- Coordinate with relevant authorities for obtaining and renewing tax residency certificates, brand registration certificates, Dubai Chamber, and Dubai Customs documents
- Maintain close coordination with internal departments (Finance, Logistics, HR, IT) to ensure adherence to local compliance and regulatory requirements
- Administer Dubai Trade Portal access, maintaining updated importer/exporter codes and user credentials
- Serve as the primary contact for Importer Code updates with Agility, ensuring alignment and coordination with the operations and logistics teams
Administrative Support
- Manage all day-to-day correspondence, inquiries, and internal/external communications.
- Draft, review, and issue official letters and documentation, including but not limited to:
- Clearance letters for DAFZA Security
- NOC letters for internal or customer branding
- Visa support letters and employee-related documentation
- Maintain proper document control and filing systems (digital and physical), ensuring accessibility and confidentiality.
Financial and Budgetary Responsibilities
- Process office-related invoices, ensuring accuracy and compliance with company procurement and finance policies; coordinate with the Accounts Payable team for timely payments.
- Manage petty cash and P-card transactions, maintaining proper documentation, approvals, and monthly reconciliation reports.
- Administer the DAFZA and JAFZA wallets, monitor expenses, and prepare monthly expenditure reports for submission to the Finance/AP department.
- Support in budget tracking and cost optimization initiatives related to office and facility operations.
HR and Internal Coordination
- Maintain up-to-date employee personnel files in line with UAE Labour Law, ensuring all documents are securely stored and accessible to authorized personnel.
- Coordinate the onboarding and offboarding process for employees, including visa applications, documentation, system access, and office access cards.
- Support medical insurance issuance and renewal processes for staff in coordination with HR.
- Plan, organize, and execute internal meetings, staff events, and team-building activities, managing logistics, venue bookings, and hospitality arrangements.
- Provide logistical support for visiting guests, including travel arrangements, hotel bookings, and transportation coordination.
- Liaise with corporate HR regarding UAE public holidays, office closures, and internal leave announcements.
- Provide administrative support for ad hoc projects and other cross-functional initiatives as required.
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