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administrative assistant

Trustbend Logistics

<div>Trustbend Packers &amp; Movers is seeking a highly organized and proactive Administrative Assistant to support daily office operations in Dubai. The ideal candidate will play a key role in ensuring smooth coordination between departments while maintaining efficient administrative processes within the company.

Key Responsibilities:
<ul>
<li>Provide administrative support to management and operational teams</li>
<li>Handle incoming calls, emails, and customer inquiries professionally</li>
<li>Prepare reports, letters, invoices, and other documentation</li>
<li>Maintain organized filing systems (physical and electronic)</li>
<li>Schedule meetings, appointments, and coordinate office activities</li>
<li>Assist with data entry and record maintenance</li>
<li>Manage office supplies and coordinate with vendors</li>
<li>Support HR and accounts departments with basic administrative tasks</li>
<li>Ensure confidentiality of company information</li>
</ul>
Requirements and Skills:
<ul>
<li>Bachelor&rsquo;s degree or diploma in Business Administration or related field</li>
<li>2&ndash;3 years of experience in an administrative role (UAE experience preferred)</li>
<li>Proficiency in MS Office (Word, Excel, Outlook)</li>
<li>Strong organizational and multitasking abilities</li>
<li>Excellent communication and interpersonal skills</li>
<li>Ability to work under pressure and meet deadlines</li>
<li>Professional attitude and strong attention to detail</li>
</ul>
This role offers a stable opportunity within a growing logistics and relocation company. If you are organized, dependable, and ready to contribute to efficient office operations in Dubai, Trustbend Packers &amp; Movers welcomes your application.</div>

Administrative Assistant

Gates MEA

<div>
 
 
 Company Description
 
 
 
 
 
 
 Gates Group is one of the largest independent diversified business conglomerates based in the UAE. Since 2009, Gates Group has operated across dynamic industries such as oil &amp; gas, energy, steel manufacturing, real estate, travel, and business consultancy services. Gates MEA is a trusted partner for business needs including business setups, company bank solutions, VAT &amp; Corporate Tax, accounting, procurement, logistics, residency, marketing, and project management services. With strategic locations in UAE, Oman, Saudi Arabia, Egypt, South Korea, Malta, Brazil, and Singapore, Gates MEA provides top-notch services and expert local knowledge.
 
 
 
 
 
 
 Role Description
 
 
 
 
 
 
 This is a full-time on-site role for an Administrative Assistant located in Dubai, United Arab Emirates. The
 
 Administrative
 
 Assistant will be responsible for providing executive administrative support, managing diaries, scheduling appointments, handling clerical tasks, and facilitating communication between various stakeholders. Day-to-day tasks include organizing meetings, coordinating travel arrangements, preparing reports, handling logistic operations, procurement and maintaining records with utmost professionalism and confidentiality.
 
 
 
 
 
 
 Qualifications
 
 
 
 
 
 <ul>
 <li>
 Personal Assistance and Executive Administrative Assistance skills
 </li>
 <li>
 Strong Communication and Diary Management skills
 </li>
 <li>
 Proficient Clerical Skills
 </li>
 <li>
 Excellent organizational and time management abilities
 </li>
 <li>
 Ability to work independently and efficiently in a fast-paced environment
 </li>
 <li>
 Bachelor's degree in Business Administration, Management, or related field preferred
 </li>
 <li>
 Previous experience in a similar role is a plus
 </li>
 </ul>
</div>

ARENGY

<div>
 
 ARENGY is a leading IT-Digital and Engineering consultancy based in Dubai. We pride ourselves on delivering innovative solutions and exceptional service to our clients. Our team is dynamic, driven, and dedicated to excellence.
 
 
 
 
 
 We are seeking a detail-oriented and proactive Administrative Assistant with hands-on experience in UAE visa processing and HR administration. The ideal candidate will have working knowledge of UAE employment procedures, including drafting employment contracts and offer letters, coordinating medical fitness and biometrics appointments, and supporting compliance with UAE Labour Law.
 
 
 
 
 
 This role requires strong organizational skills, accuracy in documentation, and the ability to manage multiple administrative tasks in a fast-paced environment.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Manage end-to-end employment visa processing, including new visas, renewals, cancellations, and status changes.
 </li>
 <li>
 Liaise with PROs, government portals (MOHRE, GDRFA, ICP), and typing centers to ensure timely submission and approval of applications.
 </li>
 <li>
 Draft and issue offer letters, employment contracts, amendments, and related HR documentation in compliance with UAE regulations.
 </li>
 <li>
 Coordinate medical fitness tests, Emirates ID biometrics appointments, and visa stamping for employees.
 </li>
 <li>
 Maintain accurate employee records, both physical and digital, ensuring proper documentation and confidentiality.
 </li>
 <li>
 Monitor visa expiry dates and ensure proactive renewal tracking.
 </li>
 <li>
 Support onboarding and offboarding processes, including document collection and clearance procedures.
 </li>
 <li>
 Assist in ensuring company compliance with UAE Labour Law and internal HR policies.
 </li>
 <li>
 Handle correspondence with government authorities and respond to employee queries regarding visa and employment matters.
 </li>
 <li>
 Provide general administrative support, including scheduling, documentation filing, data entry, and preparation of reports.
 </li>
 <li>
 Perform additional ad hoc administrative and HR-related duties as required.
 </li>
 </ul>
 
 
 
 
 
 Required Criteria
 
 
 <ul>
 <li>
 Bachelor's degree in Business Administration or a related field preferred.
 </li>
 <li>
 1&ndash;2 years of UAE experience in administrative or HR support roles.
 </li>
 <li>
 Practical experience in UAE visa processing and government portal usage.
 </li>
 <li>
 Familiarity with UAE Labour Law and employment regulations.
 </li>
 <li>
 Strong drafting skills for contracts and official correspondence.
 </li>
 <li>
 High attention to detail and strong organizational skills.
 </li>
 <li>
 Proficient in MS Office (Word, Excel, Outlook).
 </li>
 <li>
 Strong communication skills in English (Arabic is an advantage).
 </li>
 <li>
 Ability to handle confidential information with professionalism and discretion.
 </li>
 </ul>
</div>

RIKAS Hospitality Group

<div>
 
 
 Job Purpose
 
 
 
 The Administrative Assistant supports the Head of Catering Division in managing the administrative, operational, and coordination aspects of both luxury event catering and corporate catering activities. The role ensures that all back-office, documentation, and communication processes are executed efficiently to maintain the highest operational and service standards expected from a premium catering brand.
 
 
 
 Key Responsibilities
 
 
 
 1. Administrative &amp; Operational Support
 
 <ul>
 <li>
 Handle day-to-day administrative duties including correspondence, filing, document control, and office coordination.
 </li>
 <li>
 Prepare and manage quotations, proposals, contracts, purchase orders, and invoices across both event and corporate catering projects.
 </li>
 <li>
 Maintain accurate and organized records for clients, suppliers, and internal documentation.
 </li>
 <li>
 Support the Head of Catering Division in preparing reports, presentations, and internal communications.
 </li>
 <li>
 Coordinate with finance and procurement on expense reports, petty cash, and supplier payments.
 </li>
 </ul>
 
 2. Event &amp; Project Coordination
 
 <ul>
 <li>
 Assist in planning and coordination of luxury events and corporate catering projects, ensuring alignment across culinary, logistics, and service teams.
 </li>
 <li>
 Manage event documentation including production sheets, client briefs, and function orders.
 </li>
 <li>
 Liaise with venues, suppliers, and brand partners to ensure logistics, deliveries, and permits are properly arranged.
 </li>
 <li>
 Support in scheduling tastings, walkthroughs, and post-event reports.
 </li>
 </ul>
 
 3. Corporate &amp; Contract Catering Support
 
 <ul>
 <li>
 Maintain and update daily service schedules, delivery plans, and client consumption logs for corporate accounts.
 </li>
 <li>
 Coordinate menu rotations, delivery timing, and service standards with the kitchen and operations teams.
 </li>
 <li>
 Support contract renewal documentation, client reporting, and performance tracking.
 </li>
 </ul>
 
 4. Procurement &amp; Supplier Coordination
 
 <ul>
 <li>
 Issue and follow up on purchase orders and supplier deliveries.
 </li>
 <li>
 Maintain supplier lists, pricing sheets, and cost-tracking records.
 </li>
 <li>
 Coordinate with the kitchen and logistics team to monitor inventory and ensure timely replenishment.
 </li>
 </ul>
 
 5. Communication &amp; Internal Coordination
 
 <ul>
 <li>
 Act as the communication bridge between the Head of Catering Division and cross-functional teams (culinary, logistics, HR, finance, design).
 </li>
 <li>
 Manage internal calendars, meeting agendas, and action item follow-ups.
 </li>
 <li>
 Handle client and supplier calls and emails with professionalism, ensuring timely responses and updates.
 </li>
 </ul>
 
 6. HR &amp; Training Support
 
 <ul>
 <li>
 Assist with onboarding documentation and scheduling of new catering staff.
 </li>
 <li>
 Maintain updated records of training, certifications, and performance evaluations for service and kitchen teams.
 </li>
 <li>
 Support event staffing coordination and availability tracking.
 </li>
 </ul>
 
 
 Key Skills &amp; Competencies
 
 
 <ul>
 <li>
 Exceptional organizational and multitasking skills with high attention to detail.
 </li>
 <li>
 Strong written and verbal communication in English (French an advantage).
 </li>
 <li>
 Excellent command of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
 </li>
 <li>
 Discretion and professionalism when handling sensitive client information.
 </li>
 <li>
 Calm under pressure, adaptable to last-minute changes, and comfortable in a fast-paced environment.
 </li>
 <li>
 Understanding of luxury hospitality standards and client service etiquette.
 </li>
 </ul>
 
 
 Qualifications &amp; Experience
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree or diploma in Hospitality Management, or related field.
 </li>
 <li>
 Minimum 3 years of experience in administrative or coordinator roles, preferably within catering, hospitality, or events.
 </li>
 <li>
 Prior experience supporting senior management or operations in a luxury or B2B environment preferred.
 </li>
 </ul>
 
 
 Working Conditions
 
 
 <ul>
 <li>
 Primarily office-based with regular visits to event venues, kitchens, and partner sites.
 </li>
 <li>
 Flexibility required to support events during evenings, weekends, and holidays when needed.
 </li>
 </ul>
</div>

Confidential

<div>
 
 
 About the Company
 
 : We are seeking for a detail-oriented Administrator to oversee and streamline the administrative aspects of our facilities.
 
 
 
 
 
 
 About the Role
 
 : We are looking for proactive ,dynamic candidate who can work under pressure. This role involves managing various administrative tasks to ensure the smooth operation of our facilities.
 
 
 
 
 
 
 Compensation package
 
 : 4500 AED/Month
 
 
 
 Nationality:
 
 Philippines
 
 
 
 We welcome enthusiastic freshers who are eager to begin their careers in the corporate sector to apply and grow with us.
 
 
 
 
 
 
 
 Required Skills
 
 : MS Office 365 Applications, (Autocad &ndash; ideal but not necessary)
 
 
 
 
 
 
 Responsibilities
 
 :
 
 <ul>
 <li>
 Collaborate and review department KPIs, provide quarterly report to section head.
 </li>
 <li>
 Update the APM Department Procedures document as per requirements given by line manager and section head.
 </li>
 <li>
 Assist the Quality &amp; Support section with implementation of new systems and procedures within the department.
 </li>
 <li>
 Support the section with administrative tasks when required.
 </li>
 <li>
 Coordinate with other Business Units and internal departments on various projects and tasks.
 </li>
 <li>
 Support the team with any additional requirements as per section/department requirements and Manager - Quality &amp; Support directions.
 </li>
 <li>
 Track and monitor the progress of all active FM activities daily.
 </li>
 <li>
 Prepare Weekly and monthly work progress presentation to summarize related FM Activities.
 </li>
 <li>
 Plan and schedule meetings to comply with the contractual deliveries and / or adhoc request.
 </li>
 <li>
 Record Minutes of meeting and track progress.
 </li>
 <li>
 Track FM Contracts&rsquo; Status and support in drafting SLAs &amp; KPIs.
 </li>
 <li>
 Track regulatory compliance records and notify the Team prior expiry of certification.
 </li>
 <li>
 Assist in the creation of QR when required.
 </li>
 <li>
 Communicate effectively with vendors, contractors, and internal stakeholders.
 </li>
 <li>
 Follow up with Service Providers / Vendors for collection of monthly reports and validation of supporting documents.
 </li>
 <li>
 Track invoice submission and Purchase orders Status related to FM.
 </li>
 <li>
 Maintain accurate records of facility-related activities and documentation.
 </li>
 <li>
 Address and resolve facility-related issues promptly and efficiently.
 </li>
 <li>
 Collaborate with cross-functional teams to support overall business objectives.
 </li>
 <li>
 Keep familiarized with industry trends and implement best practices for facilities management.
 </li>
 </ul>
 
 
</div>

ENOC

<div>
 
 
 ob Purpose
 
 
 
 To contribute to the day to day smooth functioning of the department through performing various tasks including, but not restricted to handling departmental communication, office management &amp; any related tasks requested by the line manager.
 
 
 
 
 
 
 Principal Accountabilities
 
 
 
 
 
 
 
 Communication
 
 
 <ul>
 <li>
 Provides comprehensive secretarial assistance to General Manager &amp; the departmental managers and ensures timely submission of reports.
 </li>
 <li>
 Act as a Coordinator between different departments and the terminal employees, to various issues i.e. leave, loan, claims, payroll, personal request, visas, passport &amp; IDs, trouble shoot PC fault as and when required. Responsible for all terminal employees original passport handing over to GR services.
 </li>
 <li>
 Prepares presentations, meeting agendas &amp; takes the minutes of meetings.
 </li>
 </ul>
 
 
 
 
 
 Office Management
 
 
 <ul>
 <li>
 Schedules and organises meetings with EIL/HTL Managers and visitors. Maintains, follow up on the meetings and on matters originating from General Manger/Manager Terminals.
 </li>
 <li>
 Assists and coordinates all events hosted by the Terminals HTL Global Management meeting, Certification and award events, Team Building events etc..
 </li>
 <li>
 Collections data, updating and maintaining the information (charts) on Terminal facilities like tankage, layout plan, and statutory license details.
 </li>
 <li>
 Maintains statistics pertaining to Terminal throughputs, no of tanker handled, performance, etc.
 </li>
 <li>
 Arrange and coordinate JAFZA temporary/permanent passes to all EIL, ENOC Group staff and all contractors and visitors.
 </li>
 <li>
 Coordinates with printers, publishers and GPC for procurement of stationary and office supplies.
 </li>
 </ul>
 
 
 
 
 
 General
 
 
 <ul>
 <li>
 Participates proactively as a member of the data management and training team.
 </li>
 <li>
 Renewal of different licences for the terminal such as Free Zone Licence, Operations Fitness Certificate, Radio Licence.
 </li>
 <li>
 Records, monitors and maintains Finger Print (biometric) data based attendance and Office Security Access Systems.
 </li>
 <li>
 Fixing appointments for periodical medical check up for terminal staff and maintaining records as required by HR.
 </li>
 <li>
 Maintains personnel files and maintains confidentiality of all personnel data.
 </li>
 <li>
 Handles leave / loan / claims administration for terminal employees.
 </li>
 <li>
 Enters payroll data in the system relating to employee expense reimbursements.
 </li>
 <li>
 Handles necessary travel arrangements through coordination with government relation &amp; travel agents.
 </li>
 </ul>
 
 
 
 
 
 Minimum Requirements
 
 
 <ul>
 <li>
 Graduation or equivalent qualification (12 grades) with at least 3 years relevant experience.
 </li>
 <li>
 Excellent communication skills in spoken &amp; written (Arabic &amp; English)
 </li>
 <li>
 Multilingual candidates are preferred fluent in English, Arabic
 </li>
 <li>
 Good interpersonal skills
 </li>
 <li>
 Enhanced knowledge in Microsoft Office applications (Word, Excel &amp; PowerPoint)
 </li>
 </ul>
 
 
 
 <ul>
 <li>
 Seniority Level
 </li>
 <li>
 Associate
 </li>
 <li>
 Industry
 </li>
 <li>
 Oil and Gas
 </li>
 <li>
 Employment Type
 </li>
 <li>
 Full-time
 </li>
 <li>
 Job Functions
 </li>
 <li>
 Administrative
 </li>
 <li>
 Skills
 </li>
 <li>
 Arabic
 </li>
 <li>
 Communication
 </li>
 <li>
 Interpersonal Skills
 </li>
 <li>
 Presentations
 </li>
 <li>
 Office Administration
 </li>
 <li>
 Office Equipment
 </li>
 <li>
 Confidentiality
 </li>
 <li>
 English
 </li>
 <li>
 Problem Solving
 </li>
 </ul>
 
 
</div>

Neovia Logistics

<div>
 
 To carry out a variety Administration and Neovia Operating System (NOS) activities in respect of all Dubai facilities.
 
 
 
 
 
 
 Job Duties:
 
 
 <ul>
 <li>
 Manage and compile evidence to ensure compliance with the Neovia Operating System using the Neovia Enterprise Reporting System.
 </li>
 <li>
 Coordinate with the global NOS team for certifications and Deployment Review Meetings.
 </li>
 <li>
 Document, edit and manage all core and transactional Standard Work Processes.
 </li>
 <li>
 Identify potential process improvements and opportunities to reduce waste in the form of Lean Six Sigma projects.
 </li>
 <li>
 RCCA Creation
 </li>
 <li>
 Manage 5s Events, JDI, Kaizen projects and documentation.
 </li>
 <li>
 Implement and maintain the NOS and Safety Visual Management System.
 </li>
 <li>
 Promote and execute the Continuous Improvement process.
 </li>
 <li>
 Conduct NOS Yellow Belt Training for new joiners and NOS Yellow Belt Refresher Training.
 </li>
 <li>
 Prepare and facilitate Set the knowledge training for NOS Auditors.
 </li>
 <li>
 Monitoring ERS to ensure NOS auditors conduct audits as per the frequency set.
 </li>
 <li>
 Perform the (bi-monthly/quarterly) NOS self-assessments in the Neovia Enterprise Reporting System.
 </li>
 <li>
 Prepare and manage the Area and Facility Key Objective Plans.
 </li>
 <li>
 Ensure PQVC metrics and boards are up to date and facilitate RCCA discussions if required
 </li>
 <li>
 Customer Satisfaction Survey
 </li>
 <li>
 Carry out Ad hoc operational responsibilities
 </li>
 </ul>
 
 
 
 
 
 Skill &amp; Job Requirements:
 
 
 
 
 
 Administrative Activities:
 
 
 
 <ul>
 <li>
 Closely work with Operations and safety Department and assist them in visual management
 </li>
 <li>
 Assist accounts Team with invoices and PO creation
 </li>
 </ul>
 
 
 
 Job Requirements:
 
 
 
 <ul>
 <li>
 Candidate should possess a Bachelor&rsquo;s degree in non-technical - related course, ideally with 2 years experience in similar role
 </li>
 <li>
 Detail-oriented with good interpersonal and English communication skills
 </li>
 <li>
 Planning and organizing skills are essential with the ability to multi-task in a demanding environment.
 </li>
 <li>
 Proficient in the use of MS Office.
 </li>
 <li>
 NOS green belt trained and certified will be an added advantage.
 </li>
 <li>
 We are seeking candidates inside the country (UAE)
 </li>
 </ul>
 
 
 
 
 
 Location:
 
 Jebel Ali Free zone, Dubai, UAE.
 
 
 
 Benefits:
 
 Salary and Benefits as per UAE Labor Law
 
</div>

Warehouse Administrative Assistant

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Warehouse Administrative Assistant