Executive, Office Administration (1 Year Contract)

Summary: This role is responsible for providing hands-on office administration and coordination support to ensure the smooth and efficient operation of the Dubai office.

Employment Type: 1-Year Contract

Reports to: HR & Administration (Assistant Manager/Manager) in Dubai

Role and Responsibilities:

Office Administration

• Provide day-to-day administrative support to employees and management.
• Manage and monitor office supplies, pantry items, stationery and consumables, ensuring adequate stock levels at all times.
• Coordinate office maintenance, repairs, cleaning and workplace upkeep, and liaise with building management, landlords and service providers on facilities, access and parking matters.
• Coordinate the issuance, tracking and return of access cards, keys, equipment and other assigned office assets.
• Maintain records of office-related contracts, subscriptions, service agreements and renewal dates, and coordinate renewal documentation.
• Coordinate internal meetings and external customer events.

Employee Services Support

• Handle routine employee administrative requests and coordinate required documents and approvals.
• Coordinate onboarding and offboarding logistics, including workstation, visa application and cancellation, access and equipment arrangements.
• Maintain employee records and trackers with appropriate confidentiality.

Travel & Accommodation Coordination

• Arrange business travel for employees and visitors, including air tickets, hotels, airport transfers, travel visas and other travel requirements.
• Maintain accurate travel records and supporting documentation.

Vendor & Procurement Coordination

• Obtain quotations, coordinate purchase requests and follow up on deliveries.
• Coordinate office-related invoices, supporting documents, approvals and payment status.

Reception & Visitor Management

• Welcome visitors and coordinate visitor access.
• Handle telephone calls, couriers, and incoming mail.
• Ensure meeting rooms are prepared and ready for use.

Documentation & Reporting

• Maintain accurate filing systems, administrative records and trackers covering office assets, inventory, contracts, travel and facilities, and prepare reports as required.

Employee Engagement Support

• Coordinate logistics and communications for employee activities, celebrations, CSR initiatives and internal or external events.

Undertake other ad hoc duties assigned by the Manager.

Requirements:

• Diploma in business administration or similar specialization.
• Minimum 2 - 3 years of office administrative experience in an MNC with a diversified workforce.
• Proactive, resourceful, organized, detail-oriented and service-minded.
• Service-oriented, with the ability to manage multiple priorities and work collaboratively in a fast-paced environment.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Office applications.
• Strong written and spoken English. Arabic proficiency is highly advantageous.

Join our team and be part of an exciting journey towards personal and professional growth to make a real impact on global trade. If you are interested in the career opportunity, we invite you to apply today.

We regret that only shortlisted candidates will be contacted.

Attention to recruitment agencies:

X-Press Feeders operates with a preferred supplier list (PSL) for recruitment purposes. As such, we will not be considering or accepting unsolicited applications from non-PSL agencies for the role currently available. We kindly request that you refrain from submitting applications on behalf of your clients. Thank you for your understanding and cooperation.