🚀 Administrative Assistant

About the Role

We are seeking a proactive and detail-oriented Admin Officer / Front Desk & Operations Coordinator to join our team in Dubai. This role acts as the first point of contact at our front desk while supporting administration, document control, logistics coordination, certificate issuance, marketing materials, and UAE government document monitoring.

If you are highly organized, good at multitasking, and enjoy coordinating between teams, this role is for you

Key Responsibilities

Front Desk & Communication

• Manage incoming calls
• Assist candidates during recruitment days/interviews
• Coordinate facility maintenance requests

Administration & Documentation

• Prepare official company letters
• Track and renew Trade Licenses, Establishment Cards & Permits

Office Supplies & Coordination

• Arrange tissue, stationery, and pantry supplies
• Coordinate marketing materials and printing with suppliers
• Maintain proper inventory display for marketing shelves

Logistics & Shipping

• Manage local & international shipment bookings

Marketing & Review Support

• Assist in Google reviews listing and response preparation
• Coordinate printing of brochures, newsletters, and collateral

Vehicle & Driver Coordination

• Update Trackers
• Ensure new drivers sign fleet policy
• Monitor driver license validity and vehicle registration status

Certificates & Recognition Materials

• Prepare employee monthly award certificates
• Process Pest Management, SSC, and QPA certificates

Travel & Accommodation

• Arrange hotel bookings
• Coordinate travel tickets

Government Portals & Attestations

• Process Fujairah Municipality attestations
• Merge required documents for contract approvals
• Submit using assigned government portals

Municipality & Doc Handling

• Maintain Ajman Municipality credentials and secure filing
• Handle essential document files for PRO and sales support

Qualifications & Skills

Bachelor's degree or relevant administrative experience
Minimum 2 years in administration/front desk coordination
Strong communication & customer service skills
Good command of MS Office and PDF tools
Experience with UAE documentation & logistics (advantage)
Highly organized and proactive with a sense of ownership