Administrative Assistant

Infini Capital Management Limited; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A financial services company in the United Arab Emirates is seeking an Office Administration Manager to oversee daily operations, vendor relationships, and HR administration. Candidates must have a Bachelor’s degree, at least 3 years of relevant experience in the UAE, and be fluent in Arabic and English. The role offers benefits including private health insurance, performance bonuses, and paid time off.

Benefits

Private Health Insurance

Performance Bonus

Training & Development

Paid Time Off

Qualifications

• Minimum 3 years in office administration or facilities management in the UAE.
• Basic knowledge of UAE labor/immigration laws and visa procedures.
• High attention to detail and discretion with sensitive information.

Responsibilities

• Oversee daily office operations and manage boardroom bookings.
• Supervise office cleanliness and safety compliance.
• Identify and manage relationships with local suppliers.
• Assist employees with visa applications and track visa status.
• Organize company events and staff onboarding.

Skills

Organizational skills

Multitasking

Fluent in Arabic

Fluent in English

Attention to detail

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office (Word, Excel, PowerPoint)

Job description

Key Responsibilities

• 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, expense 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 Administration Support: Assist employees with visa applications, renewals, and cancellations (employment, family, visit visas); track visa status, medical tests, Emirates ID, and labor contracts; liaise with authorities if required.
• Organize company events, staff onboarding, and office relocations when required.

Benefits

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

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field (preferred).
• Minimum 3 years in office administration or 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.