Office Administrator Job in Dubai | Water Solutions Industry

Job Code: 120/001/300
Industry: Water Solutions

Job Responsibilities:

Provide administrative support to the management team and other departments as needed.
Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy.
Manage office operations, including maintaining office supplies, equipment, and facilities.
Coordinate meetings, appointments, and travel arrangements for staff members.
Prepare and distribute correspondence, memos, and reports.
Assist with the organization and execution of company events and functions.
Manage agendas, travel plans, and appointments for upper management.
Manage emails, letters, packages, phone calls, and other forms of correspondence.
Support bookkeeping and budgeting procedures for the company.
Create and update databases and records for financial information, personnel, and other data.
Track and replace office supplies as necessary to avoid interruptions in standard front office procedures.
Make purchases for the office like supplies, furniture, and other necessary equipment.
Follow building maintenance protocols (AC, painting, cleaning, etc.).
Follow up on third-party services (phone, internet, IT, insurance, cleaning, etc.).
Manage office car services (service, washing, petrol, tolls, licensing).
Review and follow up on government and JAFZA requirements with concerned parties, including: PO box, Civil defense, Work permits and visas, T&E audits.
Issuing JAFZA passes.
Submit reports and prepare proposals as needed.
Assist colleagues whenever there is an opportunity to do so.
Perform secretarial work for the Director/GM, including booking travel and managing their diary.
Handle HR-related tasks such as announcements, issuing salary certificates, and addressing local staff grievances.
Support in organizing events, meetings, and arrange for global team visits.
Manage the meeting room schedule.
Perform basic bookkeeping tasks, like tracking invoices, managing accounts receivable, and tracking the office’s overall budget.
Uphold company policies and procedures, ensuring compliance at all times.
Perform other duties as assigned by management.

Job Requirements:

6 - 10 years of experience in a similar position.
Bachelor's degree in business administration or a related field preferred.
Proven experience in an administrative role, preferably in a corporate environment.
Excellent organizational and time management skills, with the ability to prioritize tasks.
Strong communication skills, both verbal and written.
Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
Ability to maintain confidentiality and handle sensitive information with discretion.
Flexibility and adaptability to changing priorities and deadlines.
Knowledge of basic accounting principles is a plus.
Fluency in English is required, and proficiency in Arabic is a plus.
Experience with JAFZA processes is preferred.

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