Administrative Officer

LOOTAH Perfumes; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

The ideal candidate will have UAE/GCC regulatory knowledge, strong negotiation and organization skills, and a diploma or degree in business administration. Retail or hospitality experience is advantageous for this fast-paced multicultural environment.

Qualifications

• Arabic-speaking is essential with strong contract and lease management.
• Excellent coordination, negotiation, communication, and follow-up skills.
• Knowledge of UAE/GCC government procedures and portals.
• Strong document control, record-keeping, and expiry-tracking abilities.
• Ability to manage multiple priorities and stakeholders under pressure.
• Proactive compliance, problem-solving and risk management mindset.

Responsibilities

• Oversee contract and tenancy agreement preparation, review, renewal, and archiving.
• Coordinate with landlords and property teams across the GCC on renewals and negotiations.
• Manage trade licenses, registrations, renewals, amendments, and cancellations.
• Maintain document control for licenses, insurance, permits, and approvals.
• Coordinate PRO activities and government transactions and portal submissions.
• Monitor renewals through expiry trackers to avoid lapses and delays.
• Coordinate trademark registrations and related processes in GCC/Europe/ Africa.
• Liaise with legal, consultants, and internal teams on compliance and documentation.

Skills

Arabic-speaking

Contract management

Lease management

Landlord coordination

Negotiation

Document control

MS Office

Government portals knowledge

Multicultural teamwork

Prioritization

Education

Diploma or Bachelor's in Business Administration

Tools

MS Office

Government portals (RTA, MOFAIC, etc.)

Job description

Company Description Lootah Perfumes is a leading contemporary perfumery in the United Arab Emirates, known for premium oriental and French fragrances, incense, fragrant oud, blended oils, and agarwood sourced from international suppliers. Built on four generations of perfumery expertise, the company combines traditional Emirati fragrance craftsmanship with modern innovation to create scents that have wide international appeal. Its collections highlight wooden warmth, floral essences, Eastern spices, and natural forest notes, reflecting the heritage passed down through the family. With prime retail locations across the UAE and Oman and a growing online presence, Lootah Perfumes serves customers seeking both classic and modern fragrances with a distinctive Emirati influence.

Role Description

• Contract and Lease Management: Manage the preparation, review, negotiation, renewal, execution, and archiving of contracts, commercial agreements, and tenancy agreements.
• Landlord and Property Management: Coordinate with landlords and property management teams across the GCC on lease renewals, rental negotiations, contract amendments, approvals, and agreement execution.
• Trade License Management: Manage trade licenses, commercial registrations, and branch licenses, including new applications, renewals, amendments, and cancellations, ensuring renewals are initiated well ahead of expiry dates.
• Document Control and Archiving: Maintain organized records of licenses, tenancy agreements, insurance policies, permits, certificates, and approvals, ensuring all documents remain valid and readily available.
• Government Relations and PRO Coordination: Coordinate government transactions, applications, submissions, approvals, and renewals through PROs and relevant authorities.
• Government Portal Management: Manage company registrations, accounts, and submissions across relevant government and corporate portals, including RTA, WASL, MAF, ADGM, UAE municipalities, MOFAIC, MOAIT, MOF, MOCCA, and JAFZA.
• Insurance Management: Manage insurance policies for company properties, warehouses, offices, vehicles, and workmen’s compensation, including renewals, coverage reviews, and documentation.
• Trademark Registration: Coordinate trademark registrations, renewals, and related processes across the GCC, Europe, and Africa through external legal firms and business consultants.
• Legal and Compliance Coordination: Liaise with legal firms, consultants, landlords, government authorities, and internal departments on contracts, legal documentation, regulatory compliance, and administrative matters.
• Renewal Planning and Monitoring: Maintain renewal schedules and expiry trackers for leases, licenses, insurance policies, permits, and registrations, ensuring timely follow-up and avoiding lapses.
• Risk and Compliance Management: Identify potential compliance gaps, outstanding documentation, and renewal delays, implementing proactive follow-up procedures to minimize operational and regulatory risks.z

Qualifications

• Arabic-speaking is a must, Strong contract, lease, and landlord management skills.
• Excellent coordination, negotiation, communication, and follow-up abilities.
• Knowledge of UAE and GCC government procedures and regulatory requirements.
• Strong document control, record-keeping, and expiry-tracking skills.
• Ability to manage multiple priorities, deadlines, and stakeholders.
• Proactive approach to compliance, problem-solving, and risk management.
• Proficiency in Microsoft Office and relevant government portals.
• Candidates should ideally have proficiency in MS Office or similar productivity tools, and experience in retail or hospitality environments is an advantage.
• Candidates should have a diploma or bachelor’s degree in Business Administration or a related field, or equivalent practical experience.
• Candidates should demonstrate reliability, attention to detail, and the ability to work collaboratively in a multicultural, fast-paced setting.