Admin Specialist

Best Oasis Limited; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading administrative services company in Dubai is seeking an Administrative Specialist to manage DMCC-related tasks and general office administration. The ideal candidate should have proven experience in DMCC operations, strong organizational skills, and proficiency in Microsoft Office, particularly Excel. This role offers a chance to grow in a dynamic environment while ensuring compliance with DMCC regulations.

Benefits

Exposure to DMCC regulations

Opportunity for growth

Qualifications

• Proven experience as an Administrative Executive/Specialist in a DMCC or free-zone company.
• Strong knowledge of DMCC portal operations (company setup, license renewals, employee visa services).
• Familiarity with UAE government portals is a plus.

Responsibilities

• Manage company license renewals, amendments, and cancellations through the DMCC portal.
• Prepare and submit applications for employee visas and other DMCC-related services.
• Maintain up-to-date records of trade licenses and compliance documents.
• Liaise with DMCC authorities and service providers for compliance.

Skills

DMCC regulations knowledge

Advanced Microsoft Excel

Strong organizational skills

Excellent communication skills

Document management

Tools

DMCC portal

Microsoft Office

Job description

Company: Best Oasis

Location: Dubai

Best Oasis is seeking a highly organized, proactive, and detail-oriented Administrative Specialist to manage a wide range of administrative and compliance-related responsibilities. The ideal candidate should have strong knowledge of DMCC regulations and portal management, as well as the ability to handle documentation related to company licenses and general office administration.

Key Responsibilities:

DMCC & Licensing Administration

• Manage company license renewals, amendments, and cancellations through the DMCC portal.
• Prepare and submit necessary applications for employee visas, Emirates IDs, establishment cards, and other DMCC-related services.
• Maintain up-to-date records of trade licenses, tenancy contracts, and other compliance documents.
• Ensure timely submission of all DMCC portal updates, such as Ultimate Beneficial Owner (UBO) declarations and shareholder details.
• Liaise with DMCC authorities and service providers to resolve issues and ensure compliance with all DMCC requirements.
• Stay updated on DMCC rules, regulations, and deadlines, and communicate changes to management.

Administrative Support

• Create and maintain lists, contact directories, and gift lists in Excel.
• Use advanced Excel functions (VLOOKUP, PivotTables, formulas, conditional formatting) for reporting and data accuracy.
• Draft, format, and review documents in Microsoft Word and prepare PowerPoint presentations.
• Handle email correspondence and meeting scheduling via Outlook.
• Maintain electronic and physical filing systems for easy retrieval of company records.
• Manage documentation and processes with Emirates Auction, Dubai Land Department (DLD), Trustees Registration Offices, and banks.
• Coordinate with insurance providers for employee medical insurance and reimbursement claims.

HR & Employee Support

• Assist with onboarding and offboarding employees, ensuring all DMCC and labor requirements are met.
• Support HR in maintaining employee records and contracts.
• Follow up on employee-related services such as medical insurance, visa renewals, and reimbursements.
• Act as a point of contact for employee queries related to DMCC compliance and company policies.

General Administrative Duties

• Organize calendars, schedule meetings, and arrange travel itineraries if required.
• Ensure smooth day-to-day office operations by coordinating with vendors and suppliers.
• Provide administrative support to Marketing and HR teams when required.
• Handle ad hoc tasks and projects assigned by management.

Qualifications & Skills

• Proven experience as an Administrative Executive/Specialist in a DMCC or free-zone company.
• Strong knowledge of DMCC portal operations (company setup, license renewals, employee visa services).
• Familiarity with UAE government portals such as MOHRE, ICA, DLD, RERA, and health insurance portals.
• Advanced skills in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Excellent communication skills in English (Arabic is a plus).
• Strong organizational and multitasking abilities with high attention to detail.
• Ability to work independently while supporting multiple departments.
• Discretion and confidentiality in handling sensitive company and employee information.

Why Join Us?

• Exposure to DMCC regulations and corporate compliance in a leading free-zone jurisdiction.
• Opportunity to grow within a supportive and dynamic environment.

Private Office Executive - Janu Middle East