Office Administrator
Agile Consultants
- Dubai
- DH 6,000-9,000 per month
- Permanent
- Full-time
Industry: Water SolutionsJob Responsibilities:
- Provide administrative support to the management team and other departments as needed.
- Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy.
- Manage office operations, including maintaining office supplies, equipment, and facilities.
- Coordinate meetings, appointments, and travel arrangements for staff members.
- Prepare and distribute correspondence, memos, and reports.
- Assist with the organization and execution of company events and functions.
- Manage agendas, travel plans, and appointments for upper management.
- Manage emails, letters, packages, phone calls, and other forms of correspondence.
- Support bookkeeping and budgeting procedures for the company.
- Create and update databases and records for financial information, personnel, and other data.
- Track and replace office supplies as necessary to avoid interruptions in standard front office procedures.
- Make purchases for the office like supplies, furniture, and other necessary equipment.
- Follow building maintenance protocols (AC, painting, cleaning, etc.).
- Follow up on third-party services (phone, internet, IT, insurance, cleaning, etc.).
- Manage office car services (service, washing, petrol, tolls, licensing).
- Review and follow up on government and JAFZA requirements with concerned parties, including: PO box, Civil defense, Work permits and visas, T&E audits.
- Issuing JAFZA passes.
- Submit reports and prepare proposals as needed.
- Assist colleagues whenever there is an opportunity to do so.
- Perform secretarial work for the Director/GM, including booking travel and managing their diary.
- Handle HR-related tasks such as announcements, issuing salary certificates, and addressing local staff grievances.
- Support in organizing events, meetings, and arrange for global team visits.
- Manage the meeting room schedule.
- Perform basic bookkeeping tasks, like tracking invoices, managing accounts receivable, and tracking the office's overall budget.
- Uphold company policies and procedures, ensuring compliance at all times.
- Perform other duties as assigned by management.
- 6 - 10 years of experience in a similar position.
- Bachelor's degree in business administration or a related field preferred.
- Proven experience in an administrative role, preferably in a corporate environment.
- Excellent organizational and time management skills, with the ability to prioritize tasks.
- Strong communication skills, both verbal and written.
- Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Flexibility and adaptability to changing priorities and deadlines.
- Knowledge of basic accounting principles is a plus.
- Fluency in English is required, and proficiency in Arabic is a plus.
- Experience with JAFZA processes is preferred.