executive assistant

receptionist

office administrator

personal assistant

administrative assistant

office administration

The Role
 The Office Administrator will be the backbone of daily operations, ensuring smooth and efficient functioning across administrative, HR, finance, and digital activities. This multifaceted role requires a proactive, highly organised individual who can balance day-to-day office management with executive support, finance support, HR coordination, and CRM administration.
 
Requirements
 Office & Administrative Support • Manage front desk duties, including greeting visitors and maintaining a professional office environment. • Provide comprehensive administrative support to the team and senior management, including travel bookings, meeting coordination, courier arrangements, and scheduling. • Oversee office management, supplies, and vendor coordination to ensure seamless daily operations. HR Administration • Support HR functions including onboarding, maintaining employee records, leave management, and recruitment logistics. • Uphold confidentiality and assist with HR compliance and documentation. Finance Support • Assist with basic finance and accounting tasks, including invoicing, expense tracking, and bookkeeping support. • Liaise with the finance department to ensure timely processing and record-keeping. Digital & Social Media Support • Assist in managing company social media accounts (e.g., LinkedIn, Instagram) and digital platforms. • Contribute to posting, scheduling, and basic content coordination when required. Sales & CRM Support • Maintain and update CRM systems with client interactions, proposals, and sales records. • Support sales administration including completing pre-qualification applications and tracking business development activities. Cross-Functional Coordination • Liaise with IT, building management, and service providers as needed. • Ensure effective communication across departments and foster a positive, collaborative office environment. Qualifications & Experience • Proven experience in office administration or executive support, ideally within a design, professional services, or creative industry. • Familiarity with HR processes and handling confidential employee data. • Basic understanding of accounting or bookkeeping principles. • Experience managing or assisting with digital and social media platforms. • Previous experience with CRM systems (e.g., HubSpot, Salesforce, CMap) is preferable. Skills & Competencies • Technical: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Organisational: Strong attention to detail, time management, and multitasking abilities. • Communication: Excellent written and verbal communication skills. • Interpersonal: Positive, proactive, and adaptable attitude with a collaborative mindset. Other Requirements • Must be based in Dubai or able to commute daily to JLT. • Ability to thrive in a fast-paced environment and manage multiple priorities.
 
About the company
 LXA, a dynamic and multidisciplinary international practice, offers an exciting opportunity for a talented and ambitious professional to join our team and contribute to delivering exceptional projects across diverse sectors.

Office Administrator

M V TECHNOLOGIES

We are seeking an organized, detail-oriented, and proactive Office Administrator to oversee daily office operations and ensure the smooth running of administrative processes. The ideal candidate will handle office management, provide support to multiple departments, and serve as the point of contact for internal staff, clients.Key Responsibilities<ul><li>Manage day-to-day office operations including reception, correspondence, and general administration.</li><li>Handle incoming/outgoing calls, emails, and visitors in a professional manner.</li><li>Maintain office supplies, inventory, and coordinate with vendors/service providers.</li><li>Organize and schedule meetings, appointments, travel arrangements, and events.</li><li>Maintain filing systems (electronic and physical) for contracts, reports, and other business documents.</li><li>Assist HR with onboarding, maintaining employee records, and basic payroll/leave tracking.</li><li>Support finance team with invoices, petty cash, expense reports, and vendor payments.</li><li>Ensure compliance with company policies and UAE labour/regulatory requirements.</li><li>Prepare administrative reports, presentations, and other documentation as needed.</li><li>Liaise with landlords, government entities, and external agencies when required.</li><li>Ensure the office environment is safe, clean, and well-organized.</li></ul>Requirements<ul><li>Bachelor&rsquo;s degree in Business Administration, Management, or related field.</li><li>Proven experience (2&ndash;4 years) as an Office Administrator, Office Manager, or similar role.</li><li>Strong organizational and multitasking skills with attention to detail.</li><li>Excellent communication skills (written and verbal) in English; Arabic is a plus.</li><li>Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).</li><li>Ability to handle sensitive information with discretion.</li></ul>Job Type: Full-timePay: AED1,000.00 - AED2,000.00 per month

MAGRABi Retail Group

<div>
 
 
 JOB PURPOSE
 
 
 
 
 
 
 Provide administrative support and coordination for overall front office activities, including the reception area, mail, small purchasing requests and facilities. Also responsible for directing and coordinating office services and related activities, receiving, and directing guests and visitors. Responsible for arranging internal office moves and providing arrangements for office meetings.
 
 
 
 
 
 
 QUALIFICATIONS AND EXPERIENCE
 
 
 
 
 
 <ul>
 <li>
 Preferably bachelor&rsquo;s degree of hospitality or administration.
 </li>
 <li>
 2 years of experience in the office administration,
 </li>
 <li>
 Proficiency with Microsoft Office applications such as Word, Excel, PowerPoint, Outlook etc.
 </li>
 <li>
 Having strong communication and relationship management skills
 </li>
 <li>
 Planning and organizing skills, problem solving and details orientation skills
 </li>
 </ul>
 
 
 
 
 
 JOB RESPONSIBILITIES
 
 
 
 
 
 <ul>
 <li>
 Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
 </li>
 <li>
 Supervises and coordinates overall administrative activities for the Office, including meeting rooms reservations and tidiness. Organizing events such as but not limited to birthday parties, team building activities, training arrangements, etc.
 </li>
 <li>
 Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
 </li>
 <li>
 Responsible for all travel arrangements, and meeting room bookings (flight tickets, hotel reservations, visa issuing, hotel transfers, issuing purchase orders
 </li>
 <li>
 Responsible for the facilities day-to-day operations (such as couriers, mail, shipments, etc.)
 </li>
 <li>
 Supervise office clerk, plans driver&rsquo;s agenda and root based on ad-hoc business needs.
 </li>
 <li>
 Handle petty cash for guests&rsquo; reception and for the purchase of office supplies and stationery.
 </li>
 <li>
 Managing third parties, and office service vendors, price negotiation, and managing their contracts
 </li>
 <li>
 Develops and maintains office forms and procedures and assists with administrative tasks.
 </li>
 <li>
 Answers central telephone system and directs calls accordingly.
 </li>
 <li>
 Receives the public and answers questions, in person and by telephone; responds to inquiries from employees, citizens and others and refers, when necessary, to the appropriate person, official or department.
 </li>
 <li>
 Assists visitors with the use of department facilities.
 </li>
 </ul>
 
 
 
 
 
 COMPETENCIES
 
 
 <ul>
 <li>
 Collaborating with others
 </li>
 <li>
 Customer Service Orientation
 </li>
 <li>
 Initiative &amp; Achievement Orientation
 </li>
 <li>
 Flexibility
 </li>
 </ul>
 
 
</div>

La Firma Interiors

Administrative Tasks:<ul><li>Maintain confidential and sensitive documents and records.</li><li>Prepare monthly expense reports and oversee reimbursements.</li><li>Draft professional correspondence and handle communication on behalf of the Managing Director.</li><li>Organize and maintain filing systems (both physical and digital).</li><li>Monitor deadlines and ensure timely completion of key tasks.</li><li>Document financial transactions by entering account information</li><li>Filing and remitting taxes and other financial obligations</li><li>Processes company&rsquo;s payroll and WPS</li><li>Support sales team directed by the Managing Director</li></ul>Project Support:<ul><li>Coordinate with project managers, designers, and suppliers to support the Project Manager in project oversight.</li><li>Assist in compiling project proposals, bids, and tender documentation.</li><li>Maintain updated records of ongoing and upcoming interior fit-out projects.</li><li>Liaise with clients, consultants, and vendors on behalf of the Project Manager</li><li>Handle sensitive client inquiries and communication with professionalism and discretion.</li></ul>Requirements:<ul><li>Bachelor's degree in Business Administration or related field.</li><li>Atleast 5 years experience in Design &amp; Fit out company</li><li>Proven experience in project coordination, administration, or a similar role.</li><li>Strong organizational and multitasking skills.</li><li>Excellent communication and reporting skills.</li><li>Proficiency in MS Office</li></ul>Job Type: Full-time

Office Administrator – Design & Fit out

Imperium Commodity Search

<div>
 
 
 Title: Office Administrator (Commodity Trading) - Russian Speaking
 
 
 
 
 Salary: To 10K AED Per Month
 
 
 
 
 Location: Dubai
 
 
 
 
 
 
 
 Imperium Commodity Search
 
 is confidentially retained by this progressively expanding Agricultural Trading business to strengthen the office team in support as they grow. They are seeking a detail-oriented and organized Russian speaking Office Administrator who will also manage data entry and documentation tasks.
 
 
 
 
 
 The ideal candidate will handle administrative tasks, documentation processes, data entry, and record-keeping to ensure smooth operations and regulatory compliance in support of the vital operational functions in a dynamic trading environment.
 
 
 
 
 
 
 You will be carrying out the following:
 
 
 
 
 
 
 
 Office Administration:
 
 
 <ul>
 <li>
 Oversee general office operations and ensure the office environment is well-organized.
 </li>
 <li>
 Manage office supplies inventory, place orders as needed, and coordinate maintenance requests.
 </li>
 <li>
 Schedule meetings, manage calendars, and support internal communication among departments.
 </li>
 <li>
 Arrange business trips for senior staff, provide support during travel, and coordinate meetings.
 </li>
 <li>
 Assist senior management with administrative tasks.
 </li>
 </ul>
 
 
 Data Entry &amp; MIS Management:
 
 
 <ul>
 <li>
 Enter and update data accurately in the Management Information System (MIS) and other company databases.
 </li>
 <li>
 Maintain and update records for transactions, customer data, and documentation statuses.
 </li>
 <li>
 Generate reports as required for various teams, ensuring data accuracy and completeness.
 </li>
 <li>
 Cross functional collaboration with finance and execution teams, ensure MIS systems are up to date.
 </li>
 </ul>
 
 
 Documentation &amp; Record Keeping:
 
 
 <ul>
 <li>
 Handle document collection, preparation, and filing, ensuring timely delivery to banks and partner companies.
 </li>
 <li>
 Organize and maintain hard and digital copies of contracts, invoices, bank documents, and other essential records.
 </li>
 <li>
 Track the status of documents, ensure proper archiving, and adhere to document retention policies.
 </li>
 </ul>
 
 
 Communication &amp; Coordination:
 
 
 <ul>
 <li>
 Coordinate with banks, customers, and vendors regarding document processing and delivery schedules.
 </li>
 <li>
 Communicate with internal teams to align on documentation requirements and deadlines.
 </li>
 </ul>
 
 
 Other Duties:
 
 
 <ul>
 <li>
 Assist with basic tasks, such as invoice management and expense tracking.
 </li>
 <li>
 Support ad-hoc projects and tasks assigned by management to enhance office operations.
 </li>
 </ul>
 
 
 
 
 
 We would love to speak to you if you have:
 
 
 <ul>
 <li>
 Diploma or Bachelor&rsquo;s degree.
 </li>
 <li>
 Proven experience in an administrative role, preferably with data entry and documentation experience.
 </li>
 <li>
 Strong attention to detail, organizational, and multitasking skills.
 </li>
 <li>
 Familiarity with Microsoft Office Suite and data management software.
 </li>
 <li>
 Experience of Commodity Trading Operations
 </li>
 <li>
 Good communication skills and the ability to work independently.
 </li>
 <li>
 Fluency in English and Russian
 </li>
 <li>
 Exceptionally professional and polished appearance.
 </li>
 <li>
 Valid driver&rsquo;s license &ndash; preferred but not required.
 </li>
 </ul>
 
 
 
 
 
 Due to the expected volume of applications we will only be replying to those that meet the criteria above. If you have not had a reply within 5 days of your application we thank you for your interest, however, please consider yourself unsuccessful at this time.
 
 
 
 
</div>

SEGULA Technologies

<div>Company Description 
Do you want to shape the world of tomorrow and work on innovative projects? Then you're a good fit for us! We are a global engineering group with 15,000 employees and 140 locations worldwide. With our services, we are driving the topics of energy efficiency, climate protection and decarbonization and developing tech industries into new dimensions.
The world of SEGULA Technologies Experts revolves around industries such as automotive, software, energy and life sciences. As an independent player, we support OEMs and suppliers with personal engineering services. Take advantage of new opportunities and take on exciting tasks and attractive positions with direct customer assignment. 
Job Description 
Job ObjectiJo Job Objective
The Office Administrator will provide essential support to the office team, handling administrative tasks and coordinating office-related purchases, bids, and projects across the UAE. This role is responsible for ensuring smooth day-to-day operations, managing procurement KPIs, assisting with supplier performance management, and supporting procurement processes including purchase orders and supplier onboarding. The Office Administrator will also collaborate with cross-functional departments to maintain operational efficiency and compliance with company policies.
Roles &amp; Responsibilities<ul><li>
Work closely with the HR, supply chains, procurement , Logistics team</li><li>
Coordinate daily office operations to ensure efficiency and adherence to company policies</li><li>
Liaising with different departments (finance, legal, HR, Marketing &amp; Sales)</li><li>
Support in raising the Shopping Card</li><li>
Track stocks of office supplies and place orders when necessary</li><li>
Support in the follow up of the RFPs and documentation for bids and projects.</li><li>
Support on ICV (in country value) process, and improvement plan.</li><li>
Answer queries by employees and clients</li><li>
Organize and schedule internal and external meetings, workshops, and events</li><li>
Assist colleagues with administrative tasks and provide general support as needed</li><li>
Handle hotel bookings, travel arrangements, and ticketing for staff and visitors</li><li>
Perform receptionist duties when needed</li></ul>
The Of 
Qualifications 
Work Experience Requirements<ul><li>
1-3 years relevant experience</li><li>
Efficient , Organized with Multi-Tasking Capability</li><li>
Excellent Communication kills</li></ul>
Qualification, Certification &amp; Educational Requirements<ul><li>
Fluent in English &amp; Arabic</li><li>
Bachelor &lsquo;s degree in Business administration or supply chain Management related field</li><li>
Proficient with Microsoft Office, especially Excel</li><li>
Knowledge of ERP system will be a plus ( SAP)</li><li>
1- 2 years of experience in a procurement administrative role will be a plus</li><li>
Knowledge of procurement KPIs and supplier management practices is a plus</li><li>
Strong organizational and multitasking abilities</li></ul> 

Additional Information 
Preferred Skills<ul><li>
Strong organizational and time management skills</li><li>
Ability to prioritize and multitask in a fast-paced environment</li><li>
Attention to detail and accuracy in data entry and documents handling.</li><li>
Excellent communication and interpersonal skills</li><li>
Basic understanding of procurement and supply chain process</li></ul> 
Please note that only shortlisted candidates will be contacted</div>

Office Administrator-UAEN-Dubai,UAE

Westfield Insurance

<div>Main Purpose of the Role:
<ul><li>Supporting the daily operations of the office
</li><li>Support Credit Control function
</li><li>Fostering a productive work environment
</li><li>Facilities management
</li><li>Technology support
</li><li>Event planning 
</li></ul>Key Responsibilities:
<ul><li>Scheduling appointments, meetings, and conferences
</li><li>Maintaining office files, records, and databases
</li><li>Managing office supplies, inventory, and equipment.
</li><li>Coordinating office maintenance, repairs, and cleaning services.
</li><li>Organizing office layouts and workspace arrangements.
</li><li>Handling incoming and outgoing mail and shipments.
</li><li>Overseeing office facilities and ensuring a safe and functional work environment.
</li><li>Coordinating office security, access control, and emergency procedures.
 </li><li>Liaising with building management and vendors for facility-related matters.
</li><li>Managing calendars, appointments, and travel arrangements for office staff.
</li><li>Providing basic IT support for office equipment, software, and systems.
</li><li>Troubleshooting technical issues and coordinating with IT support providers.
</li><li>Managing office technology assets, such as computers, printers, and peripherals.
</li><li>Assisting with software installations, updates, and user training.
</li><li>Organizing and coordinating office events, meetings, and conferences.
</li><li>Managing event logistics, catering, audio-visual equipment, and guest arrangements 
</li></ul>Skills &amp; Experience:
<ul><li>Preferably educated to college degree level
</li><li>Good commands in Microsoft Word, Excel and PowerPoint.
</li><li>Diary management experience (Outlook)
</li><li>Good numerical skills.
</li><li>Presentational skills
</li><li>Flexible and willing to work as a team member
</li><li>Proficiency in office procedures, document management, and record-keeping.
</li><li>Excellent organizational skills to manage multiple tasks and prioritize work effectively.
</li><li>Ability to maintain office supplies, equipment, and facilities in an organized manner.
</li><li>Attention to detail to ensure accuracy in administrative tasks and documentation.
</li><li>Active listening skills to understand and address the needs of office staff and visitors
</li><li>Strong verbal and written communication skills for interacting with colleagues, clients, and vendors
</li><li>Effective time management skills to handle multiple tasks and meet deadlines
</li><li>Ability to troubleshoot office equipment issues and address technical problems
</li><li>Strong attention to detail 
</li></ul>This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management. #wspi</div> <div></div> <div></div>

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Office Administrator

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Office Administrator – Design & Fit out

Office Administrator

Office Administrator-UAEN-Dubai,UAE

Office Administrator