Executive, Office Admin

Client of Faststream Recruitment Limited; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

Client of Faststream Recruitment Limited is recruiting an Executive, Office Administration for its Dubai office to support day-to-day operations in a global maritime environment.

The role covers office management, facilities coordination, employee support, travel arrangements, procurement, vendor management, and event coordination, working closely with HR & Administration to maintain a professional and efficient workplace in Dubai.

Qualifications

• 2–3 years in office administration or similar role.
• Experience in international or multinational environments.
• Strong organisational and multitasking skills.
• Fluent English; Arabic is advantageous.

Responsibilities

• Coordinate day-to-day office administration and facilities activities.
• Manage office supplies, inventory, equipment, and workplace services.
• Liaise with building management, landlords, and external vendors.
• Support employee onboarding and offboarding processes.
• Arrange business travel, accommodation, visas, and related logistics.
• Assist with procurement, quotations, purchase requests, and invoice administration.
• Coordinate meetings, company events, and employee engagement initiatives.
• Welcome visitors, manage meeting rooms, and oversee reception-related activities.
• Maintain accurate records, trackers, and administrative documentation.

Skills

Office administration

MS Office

Communication

Organizational skills

Travel arrangements

Vendor management

Reception duties

Tools

Microsoft Office Suite

Vendor management systems

Job description

We're working with a global maritime organisation to recruit an Executive, Office Administration for their Dubai office. This is a hands-on role supporting the day-to-day running of the office, ensuring employees, visitors, and management receive efficient administrative and operational support. The position offers broad exposure across office management, facilities coordination, employee support, travel arrangements, procurement, vendor management, and event coordination. Working closely with the HR & Administration team, you will play a key role in maintaining a professional, well-organised, and efficient working environment.

Key Responsibilities

• Coordinate day-to-day office administration and facilities activities
• Manage office supplies, inventory, equipment, and workplace services
• Liaise with building management, landlords, and external vendors
• Support employee onboarding and offboarding processes
• Arrange business travel, accommodation, visas, and related logistics
• Assist with procurement, quotations, purchase requests, and invoice administration
• Coordinate meetings, company events, and employee engagement initiatives
• Welcome visitors, manage meeting rooms, and oversee reception-related activities
• Maintain accurate records, trackers, and administrative documentation.

Desired Candidate Profile

Requirements

• Minimum 2-3 years' experience in office administration or a similar role
• Experience working within an international or multinational environment
• Strong organisational skills with the ability to manage multiple priorities
• Proactive, detail-oriented, and service-focused approach
• Excellent communication and interpersonal skills
• Strong proficiency in Microsoft Office
• Fluent English communication skills, both written and verbal
• Arabic language skills would be advantageous.

This is an excellent opportunity for an organised and adaptable administrator seeking a varied role within an international business environment in Dubai.