Executive, Office Administration (1 Year Contract)

About the role

This role provides hands-on office administration and coordination support to ensure the smooth and efficient operation of the Dubai office. It is a 1-year contract position reporting to the HR & Administration Assistant Manager/Manager.

Key responsibilities

• Provide day-to-day administrative support to employees and management, and manage office supplies, pantry items, stationery and consumables so stock levels stay adequate.
• Coordinate office maintenance, repairs, cleaning and upkeep, and liaise with building management, landlords and service providers on facilities, access and parking.
• Coordinate the issuance, tracking and return of access cards, keys, equipment and other office assets, and maintain records of contracts, subscriptions and service agreements.
• Coordinate internal meetings and external customer events, and handle routine employee administrative requests, onboarding and offboarding logistics, and employee records with confidentiality.
• Arrange business travel for employees and visitors, including flights, hotels and airport transfers, and keep accurate travel records.
• Obtain quotations, coordinate purchase requests and follow up on deliveries, and coordinate invoices, approvals and payments.
• Welcome visitors, handle calls, couriers and mail, and prepare meeting rooms.
• Maintain filing systems and administrative records covering assets, inventory, contracts, travel and facilities, and prepare reports as required.
• Coordinate logistics and communications for employee activities, celebrations, CSR initiatives and events, and carry out ad hoc duties assigned by the manager.

Required profile

• Diploma in business administration or a similar specialization.
• 1-3 years of office administrative experience in an MNC with a diversified workforce.
• Proactive, organized, detail-oriented and service-minded, able to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and communication skills, strong written and spoken English; Arabic is highly advantageous.

Required skills

• Proficiency in Microsoft Office applications.

Only shortlisted candidates will be contacted. The employer states it does not accept unsolicited applications from recruitment agencies outside its preferred supplier list.