Office Admin at Caliberly in Dubai, United Arab Emirates

Job Title – Office Administrator
Location: Dubai, UAE

About the Role

We are seeking a highly organized and proactive Office Administrator to manage daily administrative operations and ensure the smooth functioning of the office. The role is responsible for coordinating office activities, maintaining records, supporting various departments, and providing administrative assistance to management while ensuring an efficient and professional workplace environment.

Key Responsibilities

Office Administration

• Oversee day-to-day office operations and ensure a well-organized and efficient work environment.
• Manage office supplies, equipment, and vendor relationships to maintain uninterrupted operations.
• Coordinate office maintenance, facility requirements, and administrative services.
• Ensure office policies and procedures are implemented effectively.

Administrative Support

• Provide administrative support to management and various departments.
• Prepare reports, presentations, correspondence, and business documents.
• Schedule meetings, appointments, and manage calendars for senior staff.
• Organize travel arrangements, accommodation, and meeting logistics when required.

Document & Record Management

• Maintain accurate filing systems for physical and electronic documents.
• Prepare, update, and archive company records and administrative documentation.
• Ensure confidentiality and proper handling of sensitive business information.
• Monitor document control and ensure compliance with company procedures.

Communication & Coordination

• Act as the primary point of contact for visitors, clients, suppliers, and service providers.
• Handle incoming calls, emails, and correspondence professionally.
• Coordinate with internal departments to support operational requirements.
• Facilitate effective communication between management and employees.

Procurement & Vendor Coordination

• Coordinate procurement of office supplies and administrative resources.
• Liaise with vendors for office services, maintenance, and facility requirements.
• Monitor service contracts and ensure timely renewals where applicable.
• Track administrative expenses and support budget monitoring.

HR & Finance Support

• Assist with employee onboarding documentation and general HR administrative tasks.
• Maintain employee attendance, leave records, and personnel files where required.
• Support finance with invoice processing, petty cash management, and expense documentation.
• Coordinate with external service providers and government authorities when necessary.

Compliance & Office Efficiency

• Ensure compliance with company policies, administrative procedures, and health & safety standards.
• Identify opportunities to improve office processes and administrative efficiency.
• Support company events, meetings, and internal activities.
• Perform additional administrative duties as assigned by management.

Qualifications & Experience

• Bachelor's Degree or Diploma in Business Administration, Office Management, or a related field.
• 2–5 years of experience in office administration, executive support, or administrative coordination.
• Experience in trading, engineering, construction, manufacturing, or corporate environments is preferred.
• Strong knowledge of office administration procedures and document management.

Key Skills & Competencies

• Office administration and coordination
• Document and records management
• Calendar and meeting management
• Vendor and facility coordination
• Administrative reporting and correspondence
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Attention to detail and confidentiality
• Problem-solving and time management
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

What We Offer

• Competitive salary and benefits package
• Professional and collaborative work environment
• Career growth and development opportunities
• Exposure to diverse administrative and operational functions
• Opportunity to contribute to the efficient operation of a growing organization

Apply now!