Office Administrator

Job Title: Front Desk & Office Support Assistant

Location: Dubai, UAE

Department: Administration

The Front Desk & Office Support Assistant will provide day-to-day operational and administrative support to the Dubai office. The role will manage front desk activities, assist with facilities coordination, support visa-related documentation and Finance documentation, and undertake general office-support duties as required.

This is a junior, hands-on and multi-functional role suited to an individual who is organized, service-oriented and willing to support a wide range of office requirements.

• Welcome visitors, customers, employees and vendors and direct them to the appropriate person.
• Attend and redirect incoming calls and general enquiries.
• Maintain visitor records and coordinate visitor access.
• Receive, record and distribute incoming couriers, deliveries and correspondence.
• Arrange outgoing couriers and maintain the necessary records.
• Keep the reception, meeting rooms and common office areas presentable and organized.
• Coordinate meeting-room bookings and prepare rooms before meetings.

• Serve refreshments to visitors and employees during meetings when required.
• Assist with the setup and clearing of meeting rooms before and after meetings.
• Support the distribution of documents, stationery and office supplies.
• Carry out local office errands, including document collection, deliveries, bank submissions and visits to government service centres, as instructed.
• Assist with photocopying, scanning, printing, binding, filing and archiving documents.
• Help arrange workstations and basic joining materials for new employees.
• Support office events, employee gatherings and internal meetings.
• Provide general operational assistance across the office based on business requirements.

• Coordinate the day-to-day upkeep and general functioning of the office.
• Monitor pantry supplies, stationery, drinking water and other office consumables.
• Arrange replenishment of supplies after receiving the necessary approval.
• Coordinate with cleaning, maintenance and other office-service providers.
• Report maintenance issues and follow up with vendors or building management until closure.
• Maintain records of office equipment, keys, access cards and administrative assets.
• Assist in obtaining quotations and preparing purchase or service requests.
• Support the coordination of office repairs, furniture movement and workstation arrangements.
• Help maintain basic cleanliness and orderliness in shared areas when immediate assistance is required, while regular cleaning remains the responsibility of the appointed cleaning service.

• Collect and organize documents required for employment visas, renewals, cancellations and status changes.
• Liaise with the PRO, typing centres, medical centres and other relevant service providers.
• Help Schedule medical examinations, biometric appointments and other visa-related activities.
• Assist with submitting and collecting documents from the relevant service providers or government centres.
• Update visa and immigration trackers and follow up on pending applications.
• Escalate missing documents, processing delays and upcoming expiries to the responsible HR representative.
• Maintain the confidentiality and security of employee documents.

• Collect, scan, organize and file invoices, receipts, delivery notes and other supporting documents.
• Submit or collect documents from banks, auditors, customers, vendors or government offices, as instructed.
• Coordinate the internal circulation of documents requiring review, signature or company stamping.
• Follow up internally for missing invoices, receipts, approvals and supporting documents.
• Support basic data entry and the updating of administrative or Finance trackers.
• Maintain physical and electronic records in an organized and retrievable manner.
• Assist the Finance team with document preparation during audits.
• The role will not have authority to approve payments, process accounting entries independently or make financial commitments on behalf of the company.

• Higher secondary education, diploma or bachelor’s degree.
• 1 to 2 years of experience in front desk, office assistance, administration, facilities support or a similar position is preferred.
• Previous UAE experience and familiarity with basic visa processes