Office Administrator (Family Office)

Overview

Office and Reception Administration

• Serve as the first point of contact for visitors and callers, ensuring a warm and professional welcome.
• Maintain visitor logs and ensure proper access control in line with security protocols.
• Oversee the office’s cleanliness, ambience, and upkeep.
• Manage procurement of office supplies, pantry stock, stationery, and consumables.
• Liaise with building management, maintenance providers, and external vendors.
• Maintain the office asset register and inventory records.

Administrative and Secretarial Support

• Draft, edit, and prepare letters, memos, presentations, and emails.
• Schedule internal and external meetings, including calendar coordination.
• Support travel arrangements including flights, hotels, visas, and itinerary planning.
• Manage meeting room bookings and logistics.
• Handle inbound and outbound courier coordination.

Document and Records Management

• Maintain well-organised electronic and physical filing systems.
• Update and track company documents, agreements, licenses, and vendor contracts.
• Ensure timely renewals of permits, insurance policies, and authorities related registrations.

Meetings and Events Support

• Arrange catering, refreshments, logistics, and meeting materials.
• Prepare agendas and minutes when required.
• Manage meeting rooms and venue bookings.

General Administrative Support

• Submit invoices to the Finance department and monitor processing status.
• Maintain petty cash logs and monthly expense trackers.
• Collaborate with the Finance and Procurement departments to ensure compliance with internal policies.
• Follow up on invoices, LPOs, receipts, confirmations, and acknowledgments.
• Assist with onboarding tasks, such as access cards, IDs, workstation setup, document collection.
• Support compliance with health and safety standards, including emergency procedures.

Experience and Education

• 2–5 years of experience in administration or secretarial support roles.
• Experience in DIFC-based offices is an advantage.
• Background in corporate or financial services sectors preferred.
• Bachelor’s Degree or Diploma in Business Administration or a related field.

Skills

• Proficient in MS Office (Outlook, Word, Excel, PowerPoint).
• Strong organisation and time-management abilities.
• Excellent interpersonal and communication skills, with a customer-service mindset.
• High attention to detail, confidentiality, and accuracy.

Personal Attributes

• Proactive, self-driven, and reliable.
• Well-presented, professional, and confident.
• Able to work independently and within a small team.
• Structured, disciplined, and solutions-focused.