Administrative Executive

Job Summary:

We are seeking a highly organized and experienced Administrative Executive to support the Group Human Resource & Administration Manager in overseeing and managing the company’s administration operations. The ideal candidate will be responsible for office administration, employee support services, travel coordination, accommodation arrangements, office maintenance coordination, and supervision of general administration activities. The role requires excellent communication skills, strong attention to detail, and the ability to manage multiple responsibilities in a fast-paced corporate environment.

Roles and Responsibilities:

• Support the Group Human Resource & Administration Manager in the effective implementation and monitoring of administration activities.
• Supervise and provide guidance on administration matters related to reception, office assistants, and office cleaning staff.
• Ensure smooth day-to-day office operations and maintain an organized work environment.
• Respond to inquiries and requests through the company email and forward communications to the concerned departments.
• Carry out receptionist duties whenever required, including handling incoming/outgoing calls and welcoming office guests.
• Monitor courier activities including sending and receiving items, checking invoices, and coordinating payments against approved quotations.
• Assist new employees with workstation setup, email ID creation, telephone extensions, office supplies, and transportation allowance arrangements.
• Manage air ticket reservations and hotel bookings for employees, senior management, and company owners.
• Coordinate with the transportation department regarding schedules for business trips and office visits.
• Arrange accommodation for newly hired overseas employees.
• Coordinate with the building management and internal maintenance department regarding office maintenance requirements.
• Coordinate and monitor pest control activities in the head office.
• Monitor office parking areas and manage parking access cards for Operations and Head Office employees.
• Coordinate with outsourced cleaning companies and ensure services are delivered according to company standards.
• Plan, order, follow up, and distribute staff uniforms and name badges according to company standards.
• Arrange POS cards for retail staff and ensure employee privileges align with job titles.
• Maintain accurate administrative records, reports, and documentation

Desired Candidate profile:

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum 7–10 years of experience in administration, office management, or corporate support services.
• Proven experience supporting senior management and handling confidential administrative matters.
• Strong experience in travel coordination, employee services, and office administration.
• Experience coordinating with maintenance teams and building management.
• Preferably with experience working in or supporting a facility management company/environment.
• Proficiency in MS Office with strong expertise in Microsoft Word, Excel, and PowerPoint.
• Excellent command of the English language (verbal and written).
• Exceptional communication, reporting, and interpersonal skills.
• Strong organizational and multitasking abilities.
• Ability to analyze and improve administrative procedures and operating practices.
• Detail-oriented and comfortable working in a fast-paced office environment.
• Ability to prioritize tasks and complete projects within deadlines.
• Experience in retail or corporate office administration environments.
• Strong vendor coordination and payment follow-up experience.
• Ability to handle multiple administrative functions independently and professionally.

Pay: AED6,500.00 - AED8,000.00 per month

Application Question(s):

• 1. Do you have 7+ years of experience in administration, office management, or corporate support roles?
• 2. Do you have experience supporting senior management or executives?
• 3. Have you handled travel bookings, hotel arrangements, and employee accommodation before?
• 4. Do you have experience coordinating with vendors, building management, or facility services (maintenance, cleaning, pest control, etc.)?
• 5. Are you experienced in managing office operations and supervising support staff (reception, office assistants, cleaners)?
• 6. Are you proficient in Microsoft Excel, Word, and PowerPoint?
• 7. Do you have experience maintaining attendance records, reports, and administrative documentation?
• 8. Are you comfortable working in a fast-paced corporate environment with multiple priorities?
• 9. Have you worked in retail, corporate office, or facility management environments?
• 10. Are you able to join immediately?
• 10. What is your expected salary?

Work Location: In person