Office Assistant

Bateel International; Dubai; On-site; AED 33,000 - 67,000; Full time

Job summary

Bateel International in Dubai, UAE is seeking an Office Assistant to provide comprehensive office administration and front office support at the DIP Office. You will help maintain a clean, organized, and professional environment while delivering excellent service to employees, management, and visitors.

Responsibilities include housekeeping, pantry and facilities coordination, meeting support, reception backup, and general administrative tasks to ensure smooth day-to-day operations.

Qualifications

• 2 years of office experience.
• Proficiency in both verbal and written English.

Responsibilities

• Oversee the day-to-day housekeeping of the DIP Office to ensure a clean, tidy, hygienic, and presentable environment.
• Coordinate with the Housekeeping team to maintain cleanliness across offices, meeting rooms, common areas, and pantry.
• Regularly inspect office areas and promptly report any maintenance or repair requirements to the Administration team.
• Ensure office furniture, equipment, and common areas are maintained in good condition.
• Maintain the uniform and laundry room in a clean, organized, and hygienic condition.
• Organize uniforms by department to facilitate efficient sorting and distribution.
• Receive, inspect, and account for uniforms returned from the laundry vendor, ensuring completeness and reporting any discrepancies immediately.
• Coordinate the timely distribution of cleaned uniforms to directors and employees.
• Verify laundry delivery notes against services provided before acceptance.
• Prepare and serve tea, coffee, beverages, and refreshments to management, employees, guests, and visitors.
• Welcome visitors courteously and provide assistance or direct them to the appropriate person in the absence of the Receptionist.
• Provide end-to-end support for meetings, tasting sessions, training programmes, and internal events by arranging refreshments, crockery, cutlery, and meeting room setup.
• Manage the daily operations of the office pantry.
• Monitor pantry inventory and replenish consumables including tea, coffee, milk, sugar, bottled water, tissues, and other pantry supplies from the warehouse as required.
• Ensure pantry equipment, crockery, cutlery, utensils, and appliances are clean, organized, and maintained in good working condition.
• Report any pantry equipment faults or maintenance requirements promptly.
• Provide backup support to the Reception function at both MC and DIP offices during leave, absence, or peak workload periods.
• Answer, screen, and direct incoming telephone calls professionally.
• Manage meeting room bookings and schedules in the absence of the Receptionist.
• Prepare meeting rooms before meetings and restore them after use, ensuring they are clean, properly arranged, and equipped with the necessary stationery and refreshments.
• Handle visitor enquiries professionally and ensure a positive visitor experience.
• Perform photocopying, printing, scanning, filing, laminating, binding, and general document preparation as required.
• Scan documents for the Accounts Department and other departments as requested.
• Receive, verify, record, and distribute incoming documents, courier deliveries, parcels, and food items from suppliers and the MC Office.
• Coordinate outgoing courier services and maintain courier records where required.
• Assist various departments with general administrative and operational support as assigned.
• Monitor office stationery and general office supply inventory and coordinate replenishment requests with the Administration team.
• Ensure efficient use and proper care of office equipment, supplies, and resources.
• Report malfunctioning office equipment, including printers, pantry appliances, and coffee machines, to the Administration team for repair.
• Ensure compliance with company hygiene, health, safety, and housekeeping standards in all assigned work areas.
• Report any health, safety, security, or operational risks immediately to the Administration Manager.
• Follow company policies, procedures, and workplace standards at all times.

Skills

Proficiency in English

Education

High School Diploma

Job description

Office Assistant - Dubai, UAE

Reports to: Senior Manager - Total Rewards

Job Purpose:

To provide comprehensive office administration, front office, housekeeping, pantry, hospitality, and facilities support to ensure the smooth day-to-day operations of the DIP Office. The role is responsible for maintaining a clean, organized, and professional office environment while delivering excellent service to employees, management, and visitors.

Key Accountabilities:

Housekeeping & Facilities

• Oversee the day-to-day housekeeping of the DIP Office to ensure a clean, tidy, hygienic, and presentable environment at all times.
• Coordinate with the Housekeeping team to maintain cleanliness across offices, meeting rooms, common areas, and pantry.
• Regularly inspect office areas and promptly report any maintenance or repair requirements to the Administration team.
• Ensure office furniture, equipment, and common areas are maintained in good condition.

Uniform & Laundry Coordination

• Maintain the uniform and laundry room in a clean, organized, and hygienic condition.
• Organize uniforms by department to facilitate efficient sorting and distribution.
• Receive, inspect, and account for uniforms returned from the laundry vendor, ensuring completeness and reporting any discrepancies immediately.
• Coordinate the timely distribution of cleaned uniforms to directors and employees.
• Verify laundry delivery notes against services provided before acceptance.

Hospitality & Guest Services

• Prepare and serve tea, coffee, beverages, and refreshments to management, employees, guests, and visitors.
• Welcome visitors courteously and provide assistance or direct them to the appropriate person in the absence of the Receptionist.
• Provide end-to-end support for meetings, tasting sessions, training programmes, and internal events by arranging refreshments, crockery, cutlery, and meeting room setup.

Pantry Management

• Manage the daily operations of the office pantry.
• Monitor pantry inventory and replenish consumables including tea, coffee, milk, sugar, bottled water, tissues, and other pantry supplies from the warehouse as required.
• Ensure pantry equipment, crockery, cutlery, utensils, and appliances are clean, organized, and maintained in good working condition.
• Report any pantry equipment faults or maintenance requirements promptly.

Reception & Front Office Support

• Provide backup support to the Reception function at both MC and DIP offices during leave, absence, or peak workload periods.
• Answer, screen, and direct incoming telephone calls professionally.
• Manage meeting room bookings and schedules in the absence of the Receptionist.
• Prepare meeting rooms before meetings and restore them after use, ensuring they are clean, properly arranged, and equipped with the necessary stationery and refreshments.
• Handle visitor enquiries professionally and ensure a positive visitor experience.

Administrative Support

• Perform photocopying, printing, scanning, filing, laminating, binding, and general document preparation as required.
• Scan documents for the Accounts Department and other departments as requested.
• Receive, verify, record, and distribute incoming documents, courier deliveries, parcels, and food items from suppliers and the MC Office.
• Coordinate outgoing courier services and maintain courier records where required.
• Assist various departments with general administrative and operational support as assigned.

Office Supplies & Equipment

• Monitor office stationery and general office supply inventory and coordinate replenishment requests with the Administration team.
• Ensure efficient use and proper care of office equipment, supplies, and resources.
• Report malfunctioning office equipment, including printers, pantry appliances, and coffee machines, to the Administration team for repair.

Health, Safety & Compliance

• Ensure compliance with company hygiene, health, safety, and housekeeping standards in all assigned work areas.
• Report any health, safety, security, or operational risks immediately to the Administration Manager.
• Follow company policies, procedures, and workplace standards at all times.

Qualification and Licenses requirement:

• High School Diploma

Skills

Experience requirement:

• 2 years’ experience of working in an office environment.
• Proficiency in both verbal and written English.