Administrative Assistant

Infini Capital; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading investment firm in Abu Dhabi is seeking an Office Administrator to oversee daily operations, manage vendor relationships, and support HR functions. The ideal candidate has a Bachelor's degree, at least 3 years of relevant experience in the UAE, and is fluent in Arabic and English. This role offers benefits including private health insurance, performance bonuses, and training opportunities.

Benefits

Private Health Insurance

Performance Bonus

Training & Development

Paid Time Off

Qualifications

• Minimum 3 years in office administration/facilities management in the UAE.
• Basic knowledge of UAE labor/immigration laws and visa procedures.
• Ability to work independently and under pressure.

Responsibilities

• Oversee daily office operations, including mail distribution and supplies inventory.
• Supervise office upkeep, cleanliness, and safety compliance.
• Identify, onboard, and manage relationships with local suppliers.
• Support HR with visa applications and track visa status.

Skills

Fluent in Arabic

Fluent in English

Excellent organizational skills

Multitasking abilities

Proficient in MS Office

High attention to detail

Education

Bachelor's degree in Business Administration, Management, or related field

Job description

Office Administration

• Oversee daily office operations, including mail distribution, supplies inventory, and stationery procurement
• Coordinate internal and external meetings and manage boardroom bookings
• Maintain office policies, records, and confidential documentation
• Provide administrative support to managers (e.g. travel bookings, expenses reports etc)

Facilities & Maintenance Management

• Supervise office upkeep, cleanliness, and safety compliance (fire drills, emergency protocols)
• Coordinate repairs, maintenance schedules, and service contracts for equipment (AC, IT, furniture)
• Liaise with building management for access and security matters

Vendor Management

• Identify, onboard, and manage relationships with local suppliers (cleaning, catering, stationery, IT support)
• Negotiate contracts, review invoices, and ensure timely payments
• Monitor vendor performance and resolve service issues promptly

HR Admin Support

• Support HR to assist employees with visa applications, renewals, and cancellations (employment, family, visit visas)
• Track visa status, medical tests, Emirates ID, and labor contracts
• Liaise with the authorities if required
• Organize company events, staff onboarding, and office relocations when required

Requirements

• Bachelor's degree in Business Administration, Management, or related field (preferred)
• Minimum 3 years in office administration/facilities management in the UAE; experience in Abu Dhabi is a plus
• Fluent in Arabic (native or bilingual proficiency) and English (both written and spoken)
• Basic knowledge of UAE labor/immigration laws and visa procedures
• Excellent organizational and multitasking abilities
• Proficient in MS Office (Word, Excel, PowerPoint)
• High attention to detail and discretion with sensitive information
• Ability to work independently and under pressure

Benefits

• Private Health Insurance
• Performance Bonus
• Training & Development
• Paid Time Off