Office Administrator

Emagine Solutions FZE; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

eMagine Solutions is seeking an Office Administrator to keep the office running smoothly, support consultants, clients, and jobseekers with efficient admin that speeds up recruitment delivery.

You will manage diaries, prepare rooms, take minutes, and keep internal notes while updating ATS systems and supporting presentations and outreach tools.

Qualifications

• Experience in recruitment admin or professional services is preferred.
• Strong ATS experience with updating stages, notes, and docs.
• Canva (or similar) for client updates and candidate packs.
• Familiarity with modern productivity tools.

Responsibilities

• Manage core office admin: supplies, coordination, general office organisation, and maintaining standards.
• Support clients and candidates with admin requests quickly and professionally.
• Schedule interviews end-to-end: diary coordination, confirmations, invites, reminders, and follow-ups.
• Prepare meeting/interview rooms and ensure everything is set up on time.
• Take minutes, capture action points, and update internal notes accurately.
• Update ATS systems with candidate stages, interview notes, feedback, and documentation.
• Support presentation creation using Canva for client updates, candidate packs, and internal docs.
• Assist outreach/admin tools where needed (Apollo experience is beneficial).
• Assist with basic social media and marketing content formatting and posting.

Skills

Organised

Detail-oriented

Proactive

Calm under pressure

Professional communicator

Tech-savvy

Confidentiality

Tools

ATS software

Canva

Apollo

AI tools

Job description

eMagine Solutions is hiring an Office Administrator to be the engine behind a smooth, professional, high-performing office. You’ll keep the day-to-day running flawlessly while supporting our consultants, clients, and jobseekers with the admin that makes recruitment delivery fast, organised, and premium.

This is a role for someone who genuinely enjoys structure, pace, and getting things done properly — diaries managed, rooms ready, notes captured, systems updated, and the team supported.

What you’ll be doing (day to day)

• Running core office admin: supplies, coordination, general office organisation, and keeping standards high
• Supporting clients and candidates with admin requests quickly and professionally
• Scheduling interviews end-to-end: diary coordination, confirmations, invites, reminders, and follow‑ups
• Preparing meeting/interview rooms and ensuring everything is set up on time
• Taking minutes, capturing action points, and updating internal notes accurately
• Updating internal and external ATS systems with candidate stages, interview notes, feedback, and documentation
• Supporting presentation creation (Canva skills preferred — or similar tools) for client updates, candidate packs, and internal docs
• Supporting outreach/admin tools where needed (Apollo experience is a strong advantage)
• Helping with basic social media and marketing support (formatting, posting coordination, simple content updates)

Traits we need (non‑negotiables)

• Organised: you naturally create order and keep things moving
• Detail‑obsessed: notes, names, times, links, and systems are always accurate
• Proactive: you don’t wait to be told — you spot gaps and fix them
• Calm under pressure: you can handle last‑minute changes without drama
• Professional communicator: clear, friendly, confident with clients and candidates
• Tech‑comfortable: you learn tools fast and enjoy improving processes
• Trustworthy: you handle confidential information with maturity and discretion

What will make you stand out

• Experience in recruitment, staffing, or professional services admin
• Strong ATS experience (updating stages, notes, compliance docs, interview feedback)
• Canva (or similar) — you can build clean, professional slides quickly
• Familiarity with Apollo and modern productivity tools
• Comfort using AI tools to speed up admin, formatting, summaries, and content
• Social media/marketing awareness (LinkedIn basics, content formatting, simple scheduling)