Office Administrator & Operations Coordinator

About This Role

About Us

Robotic Imaging – FZCO is a Dubai-based technology and design company specialising in Design Services, Artificial Intelligence Development, and 3D Laser Scanning. We operate from IFZA Business Park in Dubai Silicon Oasis and work closely with teams across the United States, India, and Pakistan to deliver projects for clients worldwide. As we scale our Dubai operations, we're looking for a detail-oriented and proactive Office Administrator to be the operational backbone of our office.

The Role

This is a hands-on role for someone who thrives on structure, enjoys automating the repetitive, and takes genuine ownership of how an office runs. You'll be the person who keeps the day-to-day moving — managing basic accounts, coordinating with our international teams across different time zones, running office logistics, and turning messy information into clear, summarised reports leadership can act on.

Key Responsibilities

• Manage day-to-day office operations, including ordering supplies, coordinating food and catering, handling deliveries, and carrying out bank runs and other errands as required.
• Maintain basic company accounts: petty cash, expense tracking, vendor payments, invoice logging, and monthly reconciliations in coordination with our external accountant.
• Build, maintain, and automate Google Sheets trackers, dashboards, and reports — including the use of formulas, pivot tables, and scripts to reduce manual work.
• Produce clear, well-structured weekly and monthly summaries of office activity, expenses, task progress, and key metrics for management review.
• Coordinate with team members in the United States, India, and Pakistan on administrative matters, scheduling, documentation, and follow-ups — including occasional flexibility around time zones.
• Support SOP and compliance adherence across administrative processes, and help document new procedures as the company grows.
• Identify manual, repetitive tasks and propose automation or process improvements using tools such as Google Workspace, Zapier, Make, or similar.
• Assist the General Manager with ad-hoc administrative, HR, and operational tasks as needed.

What We're Looking For

• 2+ years of experience in an office administration, operations, or executive assistant role, preferably in the UAE.
• Proven ability to manage basic accounts, petty cash, and expense reporting.
• Advanced Google Sheets skills — formulas, conditional formatting, pivots, and ideally Apps Script or similar automation experience.
• Comfortable working with international teams across multiple time zones.
• Strong written English and the ability to produce clear, concise summaries and reports.
• Familiarity with SOPs, compliance workflows, and the importance of consistent documentation.
• Valid UAE driving licence and own transport (preferred, given bank runs and errands).
• UAE residency or eligibility to work in the UAE.
• Organised, reliable, discreet, and able to manage competing priorities without dropping the ball.

Nice to Have

• Experience with tools such as Notion, Asana, ClickUp, Zoho, or Zapier/Make.
• Exposure to HR administration, WPS, or free zone (IFZA/DIEZA) processes.
• Basic bookkeeping knowledge (Xero, QuickBooks, or Zoho Books).

What We Offer

• Competitive monthly salary (commensurate with experience).
• UAE employment visa and Emirates ID, fully sponsored by the Company.
• DHA-compliant health insurance from day one.
• 30 days annual leave, all UAE public holidays, and end-of-service gratuity in line with UAE Federal Decree-Law No. 33 of 2021.
• A modern office in Dubai Silicon Oasis, a supportive small-team culture, and real scope to shape how our operations run.

Job Type: Full-time

Pay: AED7,000.00 - AED10,000.00 per month

Experience:

• Admin: 2 years (Required)

Work Location: In person