Administration Assistant

Job Purpose

We are seeking a well-organized, detail-oriented Administration Assistant to provide comprehensive administrative and clerical support to ensure the smooth operation of office functions. The role requires coordination across departments, handling internal and external communications, and supporting compliance, procurement, HR, and finance admin tasks. UAE Nationals are encouraged to apply as part of our Emiratisation initiative.

Key Responsibilities

Office Operations & Front Desk

• Act as the first point of contact for visitors, calls, and emails; route inquiries appropriately.

• Handle incoming/outgoing mail, courier services, and maintain document dispatch logs.

• Maintain inventory of office and pantry supplies; raise purchase requests as needed.

• Keep meeting rooms scheduled, clean, and equipped for use.

Document Control & Records Management

• Draft and format letters, memos, and internal forms using company templates.

• File and organize physical and digital records following document control procedures.

• Assist with binding, scanning, certification, and stamping of company documents.

Vendor & Procurement Coordination

• Collect quotations (RFQs), prepare comparison sheets, and draft purchase orders.

• Coordinate vendor follow-ups, deliveries, and service requests.

• Track AMC contracts and vendor performance per agreed SLAs.

Compliance, Licenses & Renewals Support

• Monitor expiry dates for trade licenses, tenancy (Ejari), insurance, software, and more.

• Support renewal processes and coordinate with PROs and relevant authorities.

• Prepare supporting documentation for compliance submissions.

HR Administrative Support

• Assist with onboarding documentation, ID processing, and system setup requests.

• Coordinate travel bookings, gate passes, meeting logistics, and accommodation needs.

• Support attendance records, leave forms, and basic HR file maintenance.

Finance & Expense Support

• Collect and organize supplier invoices with supporting documentation.

• Help maintain petty cash logs and reconcile with receipts.

• Track expense claims and maintain basic financial trackers.

Facilities & HSE

• Report and follow up on office maintenance (cleaning, IT, AC, etc.).

• Support basic HSE procedures including visitor logs, fire drill registers, and first-aid stocks.

Communication & Internal Coordination

• Draft simple correspondences, meeting agendas, and notes.

• Maintain internal contact lists, calendars, and shared communications.

Systems & Data Management

• Update trackers and logs (renewals, vendors, assets, expenses).

• Use DMS/ERP/CRM systems for data entry, retrieval, and reporting.

Key Performance Indicators (KPIs)

• Timely arrangement of meetings, travel, and courier (100% on-time).

• No missed renewals or document expiries in assigned trackers.

• Document accuracy ≥99% with correct use of formats and templates.

• On-time vendor follow-ups and AMC logging.

• Complete and matched documentation for expense submissions.

Required Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration or a related field.

• 1–3 years of relevant experience in administrative or office support roles (UAE experience preferred).

• Fresh graduates with strong organizational and communication skills are also encouraged to apply.

Skills & Expertise

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) or Google Workspace.

• Good command of English (written and verbal); Arabic or South Asian languages (Urdu/Hindi) are a plus.

• Basic understanding of ERP/CRM systems and digital file management.

• High attention to detail, professionalism, and confidentiality.

• Ability to multitask, prioritize, and work independently under minimal supervision.

Preferred for UAE Nationals

• Familiarity with UAE government platforms (e.g., Ministry of Economy, DED, Municipality, Immigration).

• Understanding of PDPL/data privacy principles.

• Valid UAE driving license (advantage for ad-hoc office errands)