Office Administrator (Family Office)

About This Role

We are seeking an Office Administrator to support smooth daily administrative operations and provide administrative assistance to senior leadership and internal teams. This role is essential to maintaining a professional and organised office environment, managing reception duties, maintaining and coordinating documentation, and supporting administrative tasks from other departments.

The ideal candidate is organised, proactive, detail-oriented, service-focused, and able to operate effectively in a small but fast-paced office environment.

Key Responsibilities:

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.