Office Administrator

Position: Office AdministratorLocation: Abu Dhabi, UAE (onsite)Employment Type: Full-timeExperience Level: Junior to mid-level ⸻ About the ClientOur client is an innovative biotechnology company based in Abu Dhabi, dedicated to advancing cutting-edge research and developing solutions at the intersection of science, health, and technology. Focused on addressing regional and global health challenges, the company operates across areas such as diagnostics, therapeutics, and life sciences innovation. With a strong emphasis on R&D, collaboration, and regulatory excellence, the organization is contributing to the UAE’s vision of becoming a global hub for biotech and scientific advancement. About the RoleThe Office Administrator position is a pivotal, full-time onsite role responsible for ensuring the smooth and efficient operation of a dynamic office environment within a leading biotech company in Abu Dhabi, UAE. This junior to mid-level administrative role encompasses a broad range of responsibilities, from managing daily office logistics to supporting compliance and documentation processes unique to the biotechnology sector. The Office Administrator serves as the central point of coordination for staff, vendors, and visitors, directly impacting the productivity and professionalism of the workplace.Key ResponsibilitiesOversee and coordinate all administrative functions to maintain an organized, efficient, and compliant office environment tailored to the needs of a biotech organization.Manage front desk operations, including greeting visitors, handling incoming calls, and ensuring a professional and welcoming reception area.Organize and maintain office records, including sensitive scientific documentation, regulatory files, and confidential HR materials, in accordance with industry standards and company policies.Coordinate procurement and inventory management of laboratory and office supplies, liaising with vendors and ensuring timely replenishment to support uninterrupted research and business operations.Schedule and coordinate meetings, conferences, and travel arrangements for staff and visiting scientists, including preparation of agendas, minutes, and logistical support.Support compliance with local UAE regulations and biotech industry standards by assisting with documentation, audits, and reporting requirements.Manage office facilities, including maintenance requests, workspace allocation, and health and safety protocols, ensuring a safe and efficient working environment.Assist with onboarding of new employees, including workspace setup, access provisioning, and orientation to office procedures and safety guidelines.Prepare and process expense reports, purchase orders, and invoices, ensuring accuracy and timely submission in line with company financial procedures.Foster effective communication between departments, acting as a liaison to resolve administrative issues and facilitate collaboration.Implement and improve office procedures, leveraging technology and best practices to enhance operational efficiency.Required Experience & SkillsProven experience (3+ years) in office administration, preferably within the life sciences, biotech, or pharmaceutical sectors.Strong organizational and multitasking abilities, with demonstrated capacity to manage competing priorities in a fast-paced environment.Excellent verbal and written communication skills in English; proficiency in Arabic is an asset.Advanced proficiency with office productivity software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with document management systems.Experience handling confidential information and sensitive documentation with discretion and professionalism.Knowledge of procurement processes, vendor management, and basic accounting or expense tracking.Familiarity with UAE labor laws, workplace safety standards, and regulatory compliance relevant to biotech operations.Strong interpersonal skills, with the ability to interact effectively with staff at all levels, external partners, and visitors.Problem-solving mindset with attention to detail and a proactive approach to identifying and addressing operational challenges.Adaptability to evolving office needs and willingness to support special projects or events as required.QualificationsBachelor’s degree in Business Administration, Office Management, or a related field is preferred.Professional certification in office administration or project management (e.g., CAP, PMP) is advantageous.Prior experience in a regulated industry (biotech, pharma, healthcare) is highly desirable.Demonstrated commitment to ongoing professional development and learning.Tools & TechnologiesMicrosoft Office Suite (Word, Excel, PowerPoint, Outlook)Document management systems (e.g., SharePoint, DocuSign)Office equipment (printers, scanners, telephony systems)Expense management and procurement platformsVideo conferencing tools (e.g., Zoom, Microsoft Teams)Facility management and maintenance request software This Office Administrator role offers the opportunity to play a key part in supporting the mission-critical operations of a biotech company at the forefront of scientific innovation in Abu Dhabi. The position provides a platform for professional growth, exposure to industry best practices, and the chance to contribute to a collaborative and high-impact work environment. By applying to this position, you are granting us permission to process your CV and keep your profile on file for consideration for this and future opportunities.