Office Assistant

About This Role

Role Overview

We are seeking a reliable, organized, and proactive Office Assistant to provide daily administrative and clerical support to our team. The ideal candidate will have basic computer skills, a professional demeanor, and a willingness to learn. You will be the backbone of our office operations, ensuring smooth workflows, welcoming visitors, and assisting with document management and office coordination.

Key Responsibilities

Reception & Front Desk Support

• Greet and welcome visitors, clients, and suppliers in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls; take and relay accurate messages.
• Manage the general office email inbox and respond to basic inquiries or forward to the appropriate department.
• Maintain a clean, organized, and presentable reception area.

Administrative & Clerical Support

• Prepare, format, and proofread correspondence, memos, invoices, and other documents using Microsoft Office (Word, Excel, Outlook).
• Photocopy, scan, print, and file documents (both physical and digital).
• Maintain organized filing systems (hard copy and electronic) in compliance with company policies.
• Sort and distribute incoming mail, couriers, and parcels; prepare outgoing mail and shipments.
• Assist with data entry, updating spreadsheets, and maintaining databases.

Office Coordination & Supplies

• Monitor and maintain office supply inventory (stationery, printer cartridges, pantry items, cleaning supplies).
• Place orders for office supplies as needed and track deliveries.
• Coordinate with building management, cleaners, maintenance staff, and IT support for office repairs and services.
• Ensure kitchen/pantry areas, meeting rooms, and common areas are clean, tidy, and well-stocked.

Meeting & Event Support

• Schedule and coordinate internal and external meetings (book meeting rooms, arrange catering, set up audio-visual equipment).
• Assist with organizing staff events, team lunches, or client visits.
• Prepare meeting rooms before and after sessions (whiteboards, markers, water, notepads).

HR & Onboarding Support (Basic)

• Assist HR with scheduling interviews and communicating with candidates.
• Help prepare onboarding materials for new employees (welcome packs, access cards, desk setup, IT equipment coordination).
• Maintain employee contact lists and office seating charts.

Compliance & Confidentiality

• Handle confidential information (employee records, client data, financial documents) with discretion and in compliance with UAE data protection laws (Federal Decree-Law No. 45 of 2021 on Personal Data Protection).
• Follow company policies regarding document retention, security, and privacy.

Qualifications & Experience

• Education: High school diploma or equivalent required. Certificate or diploma in Office Administration, Business, or related field is an advantage but not mandatory.
• Experience:
• Minimum 0–2 years of experience in an administrative, clerical, or office support role (internships and fresh graduates are welcome to apply).
• Experience in [specific industry, e.g., real estate, construction, trading] is a plus but not required.
• Technical Skills:
• Basic proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Gmail, Docs, Sheets).
• Ability to use office equipment (photocopiers, scanners, printers, binding machines).
• Typing speed of 30+ WPM is desirable.
• Language: Fluency in English (spoken and written) is mandatory. Knowledge of Arabic, Hindi, Urdu, Tagalog, or other languages is a strong advantage (for communicating with diverse colleagues and visitors).

Key Competencies

• Strong organizational and time-management skills.
• Attention to detail and accuracy in data entry and document handling.
• Professional, polite, and customer-service oriented.
• Ability to multitask and prioritize in a fast-paced environment.
• Punctual, reliable, and trustworthy.
• Willingness to learn and take initiative.
• Basic understanding of UAE workplace etiquette and multicultural communication.

Job Types: Full-time, Part-time

Pay: AED2,000.00 - AED2,500.00 per month

Expected hours: 20.0 per week

Work Location: In person