Office Administrator

INTO University Partnerships; United Arab Emirates; On-site; AED 67,000 - 100,000; Full time

Job summary

INTO University Partnerships in Dubai, UAE is seeking an organised Office Administrator to join our office-based team. You will own day-to-day office coordination, manage licences and renewals, lease administration and employee visa documentation.

The role requires 3–5 years in similar administrative roles, strong communication skills, and meticulous attention to detail. You will interact with suppliers, government authorities and internal teams to keep operations running smoothly.

Qualifications

• Diploma or Bachelor's degree.
• 3–5 years of experience in office administration.
• Experience managing licences, tenancy/lease renewals and employee visa processes is preferred.
• Familiarity with UAE administrative, government, visa and immigration procedures.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Able to work independently while coordinating with internal and external stakeholders.

Responsibilities

• M anage daily office administration and maintain an organised, professional workplace.
• Handle calls, emails, correspondence and general enquiries.
• Maintain electronic and physical records, contracts and key documentation.
• Prepare letters, reports, presentations and spreadsheets.
• Coordinate meetings, calendars and room bookings.
• Arrange couriers and office-related services.
• Monitor supplies and coordinate purchases.
• Maintain relationships with suppliers, landlords and service providers.
• Support procurement, invoices and expense records.
• Track licences, permits, registrations and renewals.

Skills

Organisation

Time management

Attention to detail

Communication

Microsoft Office

Education

Diploma or Bachelor's degree

Tools

Microsoft Office

Job description

Office Administrator

Dubai, UAE - Office based

Permanent Role

We're looking for a highly organised and proactive Office Administrator to join our Dubai team and help keep our office running smoothly.

You'll take ownership of key administrative activities including office coordination, licences and renewals, lease administration, employee visas and document management. If you're detail-oriented, reliable and enjoy managing multiple priorities, we'd love to hear from you. Join INTO and be part of a dynamic, international team.

Key Responsibilities

• Manage daily office administration and ensure the workplace is organised, professional and running efficiently.
• Handle incoming calls, emails, correspondence and general enquiries.
• Maintain electronic and physical filing systems, company records, contracts and other important documentation.
• Prepare letters, reports, presentations, spreadsheets and other administrative documents.
• Coordinate meetings, appointments, calendars and meeting room bookings.
• Arrange couriers, deliveries and other office-related services.
• Monitor office supplies and coordinate purchases and replenishment.
• Maintain effective relationships with suppliers, vendors, landlords and service providers.
• Support administrative tracking, purchase requests, invoices and expense records.
  
• Manage and track company and office licences, permits, registrations and regulatory documentation.
• Maintain an accurate renewal calendar and ensure licences and permits are renewed before their expiry dates.
• Coordinate with relevant government authorities, free zone authorities and external service providers when required.
• Prepare and maintain documentation for licence applications, amendments and renewals.
• Keep management informed of upcoming renewals, costs, requirements and deadlines.
• Maintain organised records of licences, approvals, certificates and official company documentation.
  
• Maintain records of office tenancy agreements, lease documentation and rental payments.
• Track lease expiry dates and initiate renewal processes in advance.
• Coordinate with landlords, property management companies and internal management regarding lease renewals.
• Support the preparation and processing of tenancy contracts, renewals, supporting documentation and payments.
• Maintain records relating to security deposits, rental payments, utilities and other property administration.
• Ensure relevant office registrations and tenancy-related documentation remain valid and up to date.
  
• Coordinate and support employee visa processes, including new applications, renewals and cancellations.
• Track visa, work permit, Emirates ID and other relevant document expiry dates and initiate renewals in advance.
• Collect and verify employee documentation required for visa and immigration processes.
• Coordinate medical tests, Emirates ID applications, appointments and other required procedures.
• Liaise with government authorities, PRO services, free zone authorities and external immigration service providers where required.
• Maintain accurate and confidential employee visa and immigration records.
• Keep employees and management updated on application status, required documentation and important deadlines.
• Support onboarding and offboarding activities from an administrative and visa perspective
  
• Coordinate travel arrangements, accommodation, transportation and events when required.
• Provide administrative and operational support to the management team.
• Ensure office policies, procedures and administrative processes are followed.
• Maintain confidentiality when handling employee, company, legal and financial documentation.
• Perform additional duties as required in line with business needs.

Requirements

• Diploma or Bachelor's degree.
• 3 -5 years of experience in office administration, administrative support or a similar role.
• Previous experience managing company licences, tenancy or lease renewals and employee visa processes is strongly preferred.
• Familiarity with UAE administrative, government, visa and immigration procedures is highly desirable.
• Strong proficiency in Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to independently manage multiple deadlines, expiry dates and renewal processes.
• Strong written and verbal communication skills in English.
• Professional attitude with strong interpersonal and relationship-building skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently while collaborating effectively with internal and external stakeholders.
• Organisation and planning
Deadline and renewal managementAttention to detailCommunication and interpersonal skillsGovernment and regulatory coordinationProblem-solving and initiativeTime managementReliability and accountabilityConfidentiality and professionalismTeamwork and adaptability