Admin (Office Administrator)

About Us

Newme Smart Home Solutions is a fast-growing company in the UAE delivering Smart Home, Building Automation, BMS, AV, ELV, and IoT solutions. We combine engineering excellence with seamless operations—and we are looking for an Admin who keeps the office running like clockwork.

Role Purpose

The Admin ensures smooth day-to-day operations across office administration, documentation control, vendor coordination, and executive support, with occasional assistance in finance documentation and HR processes. This role suits a proactive, detail-oriented professional who enjoys wearing multiple hats in a fast-moving environment.

Key Responsibilities

Office & Administrative Operations

• Own office upkeep, supplies, assets, and vendor/service coordination.
• Manage correspondence (emails, letters, memos) and ensure timely follow-ups.
• Maintain structured physical and digital filing for contracts, agreements, and company records.
• Prepare letters, forms, templates, internal notices, and simple presentations.
• Coordinate meetings, calendars, agendas, minutes, and travel logistics.
• Handle courier, shipments, utilities, telecom, and facility requests with clear SLAs.
• Enforce document naming/versioning and access control policies.

Documentation & Compliance

• Keep company records audit-ready; maintain registers for contracts, renewals, warranties, and assets.
• Track license, insurance, tenancy, and vendor renewals; escalate ahead of deadlines.
• Prepare packs for external consultants (accounting, legal, PRO) and follow through to closure.
• Support basic HSE/office safety checklists and incident logs.

Finance Assistance (Occasional)

• Collect and organize invoices, receipts, quotations, LPOs, and payment proofs.
• Maintain petty cash log and expense reimbursements with complete backup.
• Reconcile monthly folders (bank statements, payment requests, vendor SOAs) for accountants.
• Liaise with external accountants on VAT/Corporate Tax submissions by providing documents on time.

HR & People Support (Occasional)

• Maintain employee files, contracts, IDs, and leave/attendance records.
• Prepare monthly attendance inputs for payroll and verify overtime/allowances.
• Coordinate job postings, interview scheduling, candidate communication, and basic onboarding/offboarding checklists.
• Share reminders on policies, holidays, and internal announcements.

Executive & Cross-Team Support

• Provide calendar, travel, and meeting support to management.
• Track action items and follow up across teams until completion.
• Handle ad-hoc projects that improve efficiency and internal communication.

Success Metrics (KPIs)

• Document Accuracy And Completeness: Near-Zero Rework On Filed Documents.
• On-Time Renewals And Submissions: All Deadlines Met With Proactive Reminders.
• SLA Compliance: Requests From Teams And Vendors Acknowledged And Closed Within Agreed Windows.
• Payroll Input Quality: Attendance And Allowance Inputs Delivered On Time With High Accuracy.
• Vendor & Cost Control: Consolidated Purchases, Clean Comparatives, And Fewer Urgent Orders.
• Stakeholder Satisfaction: Positive Feedback From Management And Team Leads.

Qualifications

Essential

• Bachelor’s degree in Business Administration, Management, or a related field.
• Two To Three Years of proven experience in administration or office coordination.
• Strong organizational, planning, and multitasking skills with high attention to detail.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and cloud filing tools.
• Clear, professional communication in English (written and spoken).
• Discretion, confidentiality, and a service-oriented mindset.

Preferred / Bonus

• Arabic language fluency is an advantage.
• Experience supporting Finance/Accounting workflows (invoices, expenses, vendor SOAs, bank folders, VAT packs).
• Experience supporting HR workflows (records, recruitment coordination, onboarding, payroll inputs).
• Familiarity with UAE practices (MOHRE/WPS basics, compliance checklists).
• Valid UAE driving license.

Tools & Systems You’ll Use

• Microsoft Office And Share-Based Filing (Or Equivalent Cloud Drives).
• Email And Calendar Tools, Basic Task Trackers, And Simple CRMs (Training Provided).
• Standardized Templates For Letters, LPOs, Expense Logs, And Checklists.

What We Offer

• Competitive Salary Package With Performance-Based Incentives.
• A Supportive Team And Hands-On Exposure To Admin, Finance, And HR.
• Clear Processes, Ready-Made Templates, And Training Where Needed.
• Growth Opportunities In A High-Energy Smart Home & Automation Environment.

Job Details

• Position: Admin (Office Administrator)
• Location: Dubai, United Arab Emirates
• Employment Type: Full-Time, On-Site
• Reporting To: Operations/Managing Director
• Industry: Smart Home, Building Automation, IoT, AV, ELV

Job Type: Full-time