Office Administrator & Operations Coordinator

About Us

The Role

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

Experience

• Admin: 2 years (Required)