Front Desk & Office Support Assistant

Paramountassure; Dubai; On-site; AED 45,000 - 67,000; Full time

Job summary

Paramountassure in Dubai is seeking a Front Desk & Office Support Assistant to provide day-to-day operational and administrative support for the Dubai office. The role manages front desk activities, coordinates facilities, assists with visa and finance documentation, and handles general office-support tasks in a hands-on, junior capacity.

The role is suited to an organized and service-oriented individual who can support a wide range of office requirements and collaborate with the Administration

Qualifications

• Higher secondary education, diploma or bachelor’s degree.
• 1 to 2 years of experience in front desk, office assistance, administration, facilities support or a similar position is preferred.
• Fresh graduates with the right attitude and willingness to perform a hands-on role may also be considered.

Responsibilities

• Front desk operations including visitor management, calls and distribution of inquiries.
• General office support and coordination of meetings, supplies and errands.
• Facilities and office administration, vendor liaison and asset records.
• Visa and immigration documentation support, trackers and related interactions.
• Finance documentation support, including scanning, filing and document circulation.

Skills

English

Arabic

MS Office

Organization

Documentation

Customer service

Education

Higher secondary education

Diploma

Bachelor’s degree

Tools

MS Word

MS Excel

Outlook

Job description

Job Title: Front Desk & Office Support Assistant

Location: Dubai, UAE

Department: Administration

Role Purpose

The Front Desk & Office Support Assistant will provide day-to-day operational and administrative support to the Dubai office. The role will manage front desk activities, assist with facilities coordination, support visa-related documentation and Finance documentation, and undertake general office-support duties as required.

This is a junior, hands-on and multi-functional role suited to an individual who is organized, service-oriented and willing to support a wide range of office requirements.

Key Responsibilities

1. Front Desk Operations

• Welcome visitors, customers, employees and vendors and direct them to the appropriate person.
• Attend and redirect incoming calls and general enquiries.
• Maintain visitor records and coordinate visitor access.
• Receive, record and distribute incoming couriers, deliveries and correspondence.
• Arrange outgoing couriers and maintain the necessary records.
• Keep the reception, meeting rooms and common office areas presentable and organized.
• Coordinate meeting-room bookings and prepare rooms before meetings.

2. General Office Support

• Serve refreshments to visitors and employees during meetings when required.
• Assist with the setup and clearing of meeting rooms before and after meetings.
• Support the distribution of documents, stationery and office supplies.
• Carry out local office errands, including document collection, deliveries, bank submissions and visits to government service centres, as instructed.
• Assist with photocopying, scanning, printing, binding, filing and archiving documents.
• Help arrange workstations and basic joining materials for new employees.
• Support office events, employee gatherings and internal meetings.
• Provide general operational assistance across the office based on business requirements.

3. Facilities and Office Administration

• Coordinate the day-to-day upkeep and general functioning of the office.
• Monitor pantry supplies, stationery, drinking water and other office consumables.
• Arrange replenishment of supplies after receiving the necessary approval.
• Coordinate with cleaning, maintenance and other office-service providers.
• Report maintenance issues and follow up with vendors or building management until closure.
• Maintain records of office equipment, keys, access cards and administrative assets.
• Assist in obtaining quotations and preparing purchase or service requests.
• Support the coordination of office repairs, furniture movement and workstation arrangements.
• Help maintain basic cleanliness and orderliness in shared areas when immediate assistance is required, while regular cleaning remains the responsibility of the appointed cleaning service.

4. Visa and Immigration Documentation

• Collect and organize documents required for employment visas, renewals, cancellations and status changes.
• Liaise with the PRO, typing centres, medical centres and other relevant service providers.
• Help Schedule medical examinations, biometric appointments and other visa-related activities.
• Assist with submitting and collecting documents from the relevant service providers or government centres.
• Update visa and immigration trackers and follow up on pending applications.
• Escalate missing documents, processing delays and upcoming expiries to the responsible HR representative.
• Maintain the confidentiality and security of employee documents.

5. Finance Documentation Support

• Collect, scan, organize and file invoices, receipts, delivery notes and other supporting documents.
• Submit or collect documents from banks, auditors, customers, vendors or government offices, as instructed.
• Coordinate the internal circulation of documents requiring review, signature or company stamping.
• Follow up internally for missing invoices, receipts, approvals and supporting documents.
• Support basic data entry and the updating of administrative or Finance trackers.
• Maintain physical and electronic records in an organized and retrievable manner.
• Assist the Finance team with document preparation during audits.
• The role will not have authority to approve payments, process accounting entries independently or make financial commitments on behalf of the company.

Qualifications and Experience

• Higher secondary education, diploma or bachelor’s degree.
• 1 to 2 years of experience in front desk, office assistance, administration, facilities support or a similar position is preferred.
• Previous UAE experience and familiarity with basic visa processes would be an advantage.
• Fresh graduates with the right attitude, communication skills and willingness to perform a hands-on role may also be considered.

Skills and Competencies

• Good communication skills in English and Arabic.
• Basic working knowledge of Microsoft Word, Excel, Outlook and office equipment.
• Strong organization, documentation and follow-up skills.
• Professional, courteous and service-oriented approach.
• Willingness to undertake both administrative and general office-support responsibilities.
• Ability to manage multiple tasks and respond to changing office requirements.
• Dependability, punctuality and attention to detail.
• Ability to handle confidential employee and Finance documents responsibly.
• A valid UAE driving licence would be an advantage but is not mandatory.