Office Administrator | Dubai (JLT, DMCC)

HR ME; Dubai; On-site; AED 78,000 - 123,000; Full time

Job summary

HR ME is seeking an Office Administrator for its Dubai office in JLT, DMCC. You will run day-to-day operations, support traders, handle deal documentation, and manage client onboarding.

The role requires 3+ years UAE office admin with accounting support, fluent English, invoicing experience, and knowledge of UAE visa and free zone processes (DMCC preferred). You will liaise with Monaco HQ, banks, auditors, and manage CRM and expense reports.

Qualifications

• 3+ years as an Office Administrator or Admin with accounting support in the UAE.
• Fluent spoken and written English.
• Hands-on invoicing, receivables and documentation experience.
• Knowledge of UAE visa and free zone processes (DMCC preferred).

Responsibilities

• Run day-to-day office operations in JLT: procurement, equipment, IT, contractors and building management.
• Support traders with calendars, meetings, business travel, hotels and visas.
• Handle deal documentation: bunker confirmations, nominations, BDNs and fuel quality reports.
• Issue client invoices, track payments and receivables, collect supplier invoices.
• Manage client onboarding: KYC, credit applications, company profiles.
• Maintain the CRM / trading system and client and supplier databases.
• Act as the link with the Monaco head office on reporting and admin matters.
• Liaise with the bank, accountants and auditors.
• Manage government processes with the PRO: license renewal, DMCC documents, visas, Emirates ID, medical insurance, employment contracts.
• Onboard new employees, handle calls and correspondence, organise client meetings and events, manage petty cash and expense reports.

Skills

Office administration

Invoicing

UAE visa & DMCC processes

English fluency

Job description

Office Administrator | Dubai (JLT, DMCC)

An international bunkering company is looking for an Office Administrator for its Dubai office. The company trades and brokers marine fuels (VLSFO, HSFO, MGO), lubricants and biofuels, and provides yacht fuelling services. Headquartered in Monaco, with a Dubai office in JLT, a team of about 10 people (3 traders based in Dubai) and European ownership.

What you'll do

• Run day-to-day office operations in JLT: procurement, equipment, IT, contractors and building management
• Support traders with calendars, meetings, business travel, hotels and visas
• Handle deal documentation: bunker confirmations, nominations, BDNs and fuel quality reports
• Issue client invoices, track payments and receivables, collect supplier invoices
• Manage client onboarding: KYC, credit applications, company profiles
• Maintain the CRM / trading system and client and supplier databases
• Act as the link with the Monaco head office on reporting and admin matters
• Liaise with the bank, accountants and auditors
• Manage government processes with the PRO: license renewal, DMCC documents, visas, Emirates ID, medical insurance, employment contracts
• Onboard new employees, handle calls and correspondence, organise client meetings and events, manage petty cash and expense reports

What we're looking for

• 3+ years as an Office Administrator or Admin with accounting support in the UAE
• Fluent spoken and written English
• Hands-on experience with invoicing, receivables and primary documentation
• Knowledge of UAE visa and free zone processes (DMCC preferred)
• Independent and self-driven, comfortable running an office on your own

Nice to have

• Background in shipping, bunkering, oil & gas or commodity trading
• Familiarity with terms like BDN and nominations
• Experience in an international company headquartered in Europe