Administrative Assistant

La Lorraine Bakery Group; Dubai; On-site; AED 56,000 - 100,000; Full time

Job summary

La Lorraine Bakery Group in Dubai seeks an Office Administrator to oversee daily operations, procurement, onboarding, travel and compliance documents. You will coordinate meetings, vendor relationships and budgets, ensuring smooth executive support and administration across the business.

The role is a 12-month fixed-term engagement via a third-party provider, with office-based responsibilities and active involvement in internal processes and events.

Responsibilities

• Manage day-to-day administrative operations and ensure the office runs efficiently.
• Maintain office supplies inventory and coordinate procurement of stationery and equipment.
• Liaise with building management, service providers and vendors for office needs.
• Coordinate office maintenance and report facility-related issues.
• Prepare, organize, and maintain administrative records, reports and correspondence.
• Track contracts, licenses, permits and other administrative documentation.
• Support onboarding logistics, workspace arrangements and office access for new staff.
• Coordinate travel arrangements, hotel bookings, transportation and visa docs when required.
• Prepare meeting materials, manage room bookings and take minutes when required.
• Coordinate with PROs on government processes and maintain visa/permit records.
• Prepare periodic administrative reports and monitor office budgets.

Job description

Key Responsibilities & Employment terms:

Office Administration

• Manage day-to-day administrative operations and ensure the office is organized and functioning efficiently.
• Maintain office supplies inventory and coordinate procurement of stationery and office equipment.
• Liaise with building management, service providers, and vendors regarding office-related requirements.
• Coordinate office maintenance activities and report facility-related issues.

Documentation & Records Management

• Prepare, organize, and maintain administrative records, reports, and correspondence.
• Ensure proper filing and archiving of company documents, both electronically and in hard copy.
• Track and maintain contracts, licenses, permits, and other administrative documentation.
• Support document preparation for audits and compliance reviews.

Employee & Business Support

• Assist employees with administrative requests and internal processes.
• Coordinate onboarding logistics for new employees, including workspace arrangements and office access.
• Support business travel arrangements, hotel bookings, transportation, and visa-related documentation when required.
• Coordinate employee letters, certificates, and other administrative documents.
• Manage relationships with external vendors and service providers.
• Obtain quotations, process purchase requests, and follow up on approvals.
• Monitor vendor invoices and coordinate with the Finance team for timely payments.
• Maintain records of supplier agreements and service contracts.

Meeting & Event Coordination

• Schedule meetings and manage meeting room bookings.
• Prepare meeting materials, presentations, and minutes when required.
• Assist in organizing company events, training sessions, and employee engagement activities.
• Coordinate logistics for internal and external business meetings.

Government & Compliance Support

• Coordinate with PROs and external stakeholders regarding administrative and government-related processes.
• Maintain records related to employee visas, permits, and other official documentation.
• Assist with documentation requirements for labor, immigration, and regulatory processes as directed.

Reporting

• Prepare periodic administrative reports and maintain trackers for office activities, vendors, assets, and contracts.
• Monitor administrative budgets and support cost-control initiatives.

Executive Support

• Assist the Executives with administrative and operational tasks, calendar, meeting schedules, travel arrangements, and related administrative requirements, as assigned.
• Prepare, review, and maintain expense reports and reimbursement documentation.

Employment terms: The successful candidate will be employed and sponsored by a duly appointed third-party workforce solutions provider engaged by the Company. Employment will be on a fixed-term basis for a period of twelve (12) months, subject to the terms and conditions of the employment agreement with the sponsoring entity and any applicable renewals or extensions as determined by business requirements.