Office Administrator

Role Purpose:To provide administrative and operational support to ensure smooth day-to-day functioning of the office and project operations. The Admin Executive acts as the central coordination point between management, project teams, suppliers, and clients, ensuring documentation, logistics, and communications are handled efficiently and professionally.Key Responsibilities:1. Office AdministrationManage daily office operations, including stationery, supplies, and office equipment.Handle correspondence, filing, and record keeping (both hard copy and digital).Maintain and update company documents, licenses, and registrations (trade license, Ejari, DEWA, tenancy, etc.).Coordinate courier services, deliveries, and internal logistics.2. HR & Staff CoordinationMaintain staff attendance, leave, and overtime records.Assist with onboarding of new employees (visa process coordination, document collection, ID setup).Support HR team in preparing letters, contracts, and other employee documentation.Schedule staff meetings, prepare minutes, and track follow-up actions.3. Procurement & Project SupportSupport procurement with supplier quotations, LPO preparation, and material delivery coordination.Assist project teams with documentation, permits, and approvals.Track and organize project files, subcontractor agreements, and insurance documents.4. Finance & Reporting SupportHandle petty cash disbursements and prepare expense summaries.Coordinate invoice collection, submission, and follow-up with finance department.Maintain database of vendors and clients with updated contact and payment details.5. General SupportManage visitors, incoming calls, and company correspondence professionally.Ensure the office environment remains organized, safe, and compliant with company policies.Provide administrative assistance to management as required.Required Experience:3–5 years of experience in administration, coordination, or office management Good knowledge of UAE labor law basics, visa processing, and document control is an advantage.Familiarity with project or site documentation is preferred.Skills & Competencies:Strong organizational and multitasking skills.Excellent written and verbal communication in English (Arabic is a plus).Proficiency in MS Office (Word, Excel, Outlook).Discretion, professionalism, and a proactive attitude.Ability to handle confidential information responsibly.