Office Administrator

Company Description

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.

Education and Experience

• Associate or Bachelor’s degree - preferred
• 3–5 years of experience as office administrator, administrative assistant, or similar role- mandatory

Qualifications And Skills

• Excellent organizational and multitasking skills
• Strong written and verbal communication abilities
• Proficient in MS-Office Suite (Word, Excel, Outlook, PowerPoint) and office management software.
• Attention to detail and problem-solving skills
• Ability to work independently and as part of a team. Good team player
• Ability to developand maintaineffective working relationships with others
• High level of professionalism and discretion
• Problem-solving orientation as well as adopting a proactive approach

Languages

• Good command of English language – Speaking, Reading and Writing -mandatory
• Arabic is an advantage

Additional Information