Office Assistant & Visa Coordinator

ISS International SpA; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A prominent international service provider in Abu Dhabi is seeking an Office and Administrative Support Specialist. The role involves managing correspondence, organizing meetings, and coordinating logistics. Candidates should have 2-5 years of experience in secretarial, HR, or logistics roles, along with a degree in a related field. Familiarity with UAE immigration procedures and strong MS Office skills are essential. This position requires exceptional organization and communication skills in a fast-paced environment.

Qualifications

• 2–5 years of experience in secretarial, HR, or logistics roles.
• Proven experience with UAE visa and immigration procedures.
• Familiarity with MOHRE, ICP processes is an advantage.
• Knowledge of Arabic is an advantage.

Responsibilities

• Manage incoming and outgoing correspondence.
• Organize meetings and travel arrangements.
• Handle office coordination and visitor reception.
• Manage end-to-end processes for work visas and permits.
• Arrange travel logistics including accommodation and transportation.
• Ensure compliance with UAE labour and immigration regulations.

Skills

Strong organizational and time-management skills

High attention to detail and accuracy

Ability to manage multiple tasks and meet deadlines

Excellent communication and interpersonal skills

Education

Diploma or Bachelor’s degree in Administration, Business, or a related field

Tools

MS Office (Word, Excel, Outlook)

Job description

Roles & Responsibilities

Office & Administrative Support

• Manage incoming and outgoing correspondence (emails, letters, official communications)
• Organize meetings, appointments, and business travel arrangements
• Prepare, format, and file documents, reports, and presentations
• Handle office coordination, telephone communications, and visitor reception
• Support management and coordinate with internal departments and external suppliers
• Request purchase quotations and manage office supplies procurement.
• Manage leases, including handling lease expirations, renewals/extensions, insurance certificates, and internal documentation requests.

Visa & Immigration Coordination

• Manage end-to-end processes for work visas, residence visas, Emirates ID, medical tests, health insurance and permits
• Track visa, residence & work permits and insurance expiry dates and ensure timely renewals
• Coordinate with PRO for all the applications related to Immigration authorities, MOHRE, ICP, and CICPA.
• Prepare and verify documentation for employees, consultants, and visitors
• Support employee onboarding and offboarding processes
• Ensure compliance with UAE labour and immigration regulations

Logistics Coordination

• Arrange travel logistics including flights, accommodation, and transportation
• Coordinate staff mobilization and demobilization
• Organize training and certifications (BOSIET, CICPA, H2S, medicals, etc.)
• Manage site access passes, ID badges, and security clearances
• Coordinate and maintain occupancy records for the guest houses, and liaise with the cleaning service provider to ensure proper cleaning services for both the guest houses and the office

Skills & Competencies

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage multiple tasks and meet deadlines
• Excellent communication and interpersonal skills

Qualifications & Experience

• Diploma or Bachelor’s degree in Administration, Business, or a related field
• 2–5 years of experience in secretarial, HR, or logistics roles
• Proven experience with UAE visa and immigration procedures
• Familiarity with MOHRE, ICP processes is an advantage

Language & IT Skills

• Fluent in English (written and spoken)
• Knowledge of Arabic is an advantage
• Proficient in MS Office (Word, Excel, Outlook)