Office Administrator

OSI Systems; Dubai, Abu Dhabi; On-site; AED 120,000 - 180,000; Full time

Job summary

A leading company in detection technology seeks an Operations Manager for their UAE branch. The role involves administering operational functions, coordinating with international teams, and managing administrative, inventory, and finance tasks. Ideal candidates are self-motivated, proficient in Microsoft Office, and bilingual in English and Arabic.

Qualifications

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Highly self-motivated and capable of working independently.
• Ability to perform under pressure with minimal supervision.
• Strong command of English and Arabic, both written and spoken.

Responsibilities

• Administer all operational functions for the UAE branch office.
• Coordinate with managers for facility scheduling and maintenance.
• Manage inventory using Navision and coordinate stock transfers.
• Assist with payroll setup and liaise with banks.

Skills

Microsoft Office

Self-motivated

Ability to perform under pressure

English

Arabic

Job description

Bachelor of Business Administration (Management)

Nationality

Any Nationality

Vacancy

1 Vacancy

Job Description

Overview: Rapiscan Systems is an industry leader in detection technology, providing cargo and vehicle inspection systems and services for ports, borders, military, high-threat facilities, and checkpoints to help customers combat terrorism, drug smuggling, illegal immigration, and trade fraud. We offer a broad array of scanning system configurations that leverage low-, medium-, and high-energy X-ray technology or multiple X-ray technologies to address each customer’s unique security application requirements. Our commitment to excellence in imaging performance, innovative design, and uncompromising quality ensures our solutions consistently deliver best-in-class imaging, high reliability, and operator satisfaction, to help customers find threats and contraband with ease and confidence.

Role Overview

Administer all operational functions for the UAE branch office; liaise with staff at the UK and US headquarters for guidance on Service, Program/Project Management, HR, and Legal support necessary to maintain best-in-class support services. Collaborate with finance staff and external providers on various tax compliance, payroll, and banking-related matters.

Responsibilities

1. Building / Utilities
   • Coordinate with managers to schedule the use of facilities such as training and conference rooms; arrange catering and other special requirements.
   • Procure entry permits, visas, and labor documents for incoming staff; manage the maintenance and renewal of these credentials.
   • Arrange visas for staff and visitors traveling to other countries in the region.
   • Oversee all matters related to sponsorship and leases for the training center, villa, and fleet vehicles.
   • Manage maintenance, upkeep, and repairs at the office, including supervision of maintenance staff and contractors.
   • Arrange and oversee the installation and maintenance of telecommunications and other systems.
   • Manage the purchase and/or lease of furniture and office systems (e.g., phones, copiers, fax machines) and office supplies.
   • Provide general administrative support, including handling phone calls, correspondence, and file maintenance.
   • Handle cheque and cash deposits and withdrawals.
   • Manage room reservations for foreign guests.
   • Coordinate printing of submittals, business cards, and training materials.
   • Manage issuance of training certificates and general office supplies.
2. Inventory
   • Coordinate with UK and US logistics teams for stock transfers.
   • Perform inventory cycle counts regularly.
   • Maintain spares log for check-in/check-out tracking.
   • Coordinate cargo shipments and manage delivery schedules.
   • Manage inventory using Navision.
3. Field Service
   • Manage service documentation and reports.
   • Maintain records in Navision and Resco.
   • Book and manage travel schedules for field staff.
   • Assist with expense reporting and coordinate field service activities.
   • Oversee vehicle registration and renewals.
4. Finance/Purchasing
   • Assist with staff housing issues and maintain financial records.
   • Handle petty cash and credit cards.
   • Assist Accounts Payable with invoicing and payments.
   • Assist payroll setup and liaise with banks.
   • Set up new suppliers and raise purchase orders.
   • Assist with tax activities, including VAT returns and social insurance.
   • Manage sales orders in compliance with regulations.
5. HR/Legal
   • Facilitate visa issuance for new hires and dependents.
   • Enroll employees in benefits and issue necessary documents.
   • Ensure compliance with licensing and renewal requirements in UAE.
   • Maintain marketing collateral and product manuals in Arabic and English.
   • Coordinate translations as needed.
   • Work with UK, US, and legal teams to ensure personnel compliance.

Qualifications

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Highly self-motivated and capable of working independently
• Ability to perform under pressure with minimal supervision
• Strong command of English and Arabic, both written and spoken

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