Office Assistant

Careers at UAE; Dubai; On-site; AED 45,000 - 78,000; Full time

Job summary

Careers at UAE is seeking an Office Assistant in Dubai to ensure smooth operation of our head office. You will greet visitors, answer calls, manage mail, and support multiple departments with basic administrative tasks.

The role includes setting up meeting rooms, organizing schedules, restocking supplies, running errands, and maintaining a clean, organized workspace. Prior experience is optional, high school diploma required, and reliability is essential.

Qualifications

• Excellent communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize tasks.
• Reliable and punctual.

Responsibilities

• Front Desk Duties: greet visitors, answer calls, direct inquiries, and take messages.
• Office Assistance: set up meeting rooms, arrange furniture, restock supplies, and manage calendars.
• Errands and Deliveries: run errands, monitor stock, place orders, and handle deliveries.
• Cleaning and Maintenance: daily cleaning, restrooms, waste disposal, and report maintenance issues to facilities.
• Support to Departments: assist with filing, photocopying, printing, and ad hoc tasks; maintain confidentiality.

Skills

Communication

Multitasking

Time management

Attention to detail

Reliability

Education

High School diploma or equivalent

Job description

Office Assistant

Job Overview: We are seeking a reliable and proactive Office Assistant to ensure the smooth operation of our head office. The ideal candidate will be responsible for maintaining a clean and organized office environment, supporting various departments with administrative tasks.

Key Responsibilities

1. Front Desk Duties:
   • Greet and assist visitors in a professional and friendly manner.
   • Manage incoming calls, direct them to the appropriate person or department, and take messages as needed.
   • Handle incoming and outgoing mail, packages, and courier services.
2. Office Assistance:
   • Assist in setting up meeting rooms and preparing them for scheduled events or gatherings.
   • Help in arranging office furniture as needed.
   • Monitor and restock office supplies, such as stationery, pantry items, and toiletries.
   • Update appointment calendars and schedule meetings/appointments.
3. Errands and Deliveries:
   • Run office-related errands, such as purchasing supplies or delivering documents.
   • Maintain supplies inventory by checking stock, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies, and ensuring timely replenishment.
   • Handle incoming and outgoing mail, packages, and other deliveries.
4. Cleaning and Maintenance:
   • Perform daily cleaning tasks, including mopping, dusting, and sanitizing all areas of the office.
   • Maintain cleanliness in all office areas, including workstations, common spaces, and the pantry.
   • Ensure restrooms are clean, well‑stocked, and maintained throughout the day, including replenishing toiletries, hand soap, tissues, and air fresheners as needed, with all work documented and submitted as a checklist of tasks completed.
   • Dispose of waste properly and ensure trash bins are emptied regularly.
   • Report any maintenance issue to the Facility Management team.
5. Support to Various Departments:
   • Provide assistance to different departments with basic administrative tasks such as filing, photocopying, collating, printing and other adhoc tasks as assigned.
   • Collaborate with colleagues to ensure a smooth and efficient workflow.
   • Ensure strict confidentiality of sensitive information and documents at all times.

Attributes

• Punctual and reliable.
• Attention to detail in cleaning and organizational tasks.
• Initiative to identify and address areas that need cleaning or improvement.
• Professional and courteous demeanor.

Qualifications

• Minimum High School diploma or equivalent.
• Proven experience in a similar role will be an added advantage.
• Ability to prioritize tasks and manage time effectively.
• Good communication and interpersonal skills.
• Physical stamina and ability to lift and move moderate weights.
• Ability to multitask and work independently.