Administrative Assistant

Posted 06 May 2024
LocationDubai City
Job type SEED - Permanent

Job description

Administrative Responsibilities:

  • Maintenance and accurate recording of employee attendance for payroll purposes.

  • Timely dispatching of customer invoices and delivery advices, ensuring accuracy.

  • Coordination of inbound and outbound courier shipments, including documentation and tracking for timely delivery and receipt.

  • Maintaining a professional and welcoming atmosphere at the reception area.

  • Facilitating the process of obtaining Jafza passes for visitors, ensuring compliance with regulations.

  • Managing the reception area, screening calls, and directing inquiries appropriately.

  • Assisting with special projects and initiatives as required.

  • Updating and maintaining accurate records and databases.

  • Providing comprehensive administrative support to the office manager.

  • Assisting in processing supporting bills and reimbursements for the office manager.

  • Managing schedules, organizing meetings, and maintaining office records.

  • Assisting in scheduling meetings, booking conference rooms, and preparing meeting materials.

  • Providing administrative support, including data entry, file organization, and document preparation.

  • Coordinating appointments, meetings, and conference calls.

  • Ensuring the security of physical and electronic files.

  • Obtaining quotations for freight charges from freight companies.

Safety and Compliance Responsibilities:

  • Organizing and conducting annual mock drills for emergency preparedness.

  • Registering and booking company delegates for various trainings.

  • Coordinating safety maintenance services and overseeing maintenance contracts.

  • Conducting ISO audits to ensure compliance with quality management standards.

  • Managing the reception area and coordinating inbound and outbound couriers.

  • Dispatching customer invoices and maintaining attendance records.

Visa and Travel Coordination:

  • Maintaining meticulous records of visa documentation.

  • Making travel arrangements and assisting in ticket issuance and visa applications.

  • Coordinating with vendors and obtaining quotes for services.

  • Facilitating the order process and monitoring vendor performance.

  • Planning and executing company events, conferences, and exhibitions.

Onboarding and Offboarding Support:

  • Facilitating the onboarding process for new hires and supporting the offboarding process.

  • Maintaining accurate records of employee onboarding and offboarding activities.


  • Bachelor’s degree in business administration preferred.

  • Minimum 4 years of experience as an administrative assistant or office coordinator.

  • Strong organizational, multitasking, and communication skills.

  • Proficiency in MS Office.

  • Attention to detail and problem-solving abilities.

  • Knowledge of administrative procedures and systems.

  • Ability to prioritize tasks and work independently under pressure.

  • Fluent in English.

  • Familiarity with safety and compliance regulations.

  • Experience in event planning and vendor management desirable.

  • Familiarity with ISO Certification required.

  • Experience in visa processing and travel coordination required.

  • Ability to maintain confidentiality and professionalism.