Office Coordinator - (Emirati Talent)

AbbVie Inc; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

AbbVie Inc., a leading global biopharmaceutical company, is seeking an Administrative Assistant to manage client interactions, handle administrative tasks, and support team operations. This role focuses on creating a professional environment and assisting with various administrative duties in a dynamic and fast-paced setting.

Qualifications

• 0–2 years of experience in a similar administrative or receptionist role.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Eagerness to learn and grow in a dynamic, fast-paced environment.

Responsibilities

• Manage a multi-line phone system and greet clients and visitors.
• Coordinate conference room bookings and administrative tasks.
• Process invoices and handle mail/deliveries.

Skills

Interpersonal skills

Communication skills

Attention to detail

Organizational skills

Multitasking

Tools

Microsoft Office

Job description

Company Description

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us atwww.abbvie.com. Follow @abbvie onX,Facebook,Instagram,YouTube,LinkedInandTik Tok.

Job Description

• Greeting clients, visitors, and staff with in a professional and courteous demeanor and managing check-ins with efficiency.
• Managing a multi-line phone system to answer and redirect calls promptly while maintaining professionalism.
• Coordinating conference room bookings and ensuring meeting spaces are prepared and well-equipped for use.
• Handling mail and deliveries, including sorting, distributing, and scheduling courier pickups as needed.
• Maintaining a clean and organized reception area with high standards.
• Assisting with administrative tasks such as filing, data entry, and preparing documents or reports for meetings.
• Monitoring and ordering office & pantry supplies in collaboration with the facilities or procurement team.
• Adhering to security protocols by managing visitor logs, issuing access badges, and monitoring building entry procedures.
• Coordinating the process of obtaining building permits and supporting employees with building and parking access.
• Arranging business cards for new recruits.
• Helping guests by coordinating with internal teams to arrange refreshments during meetings.
• Processing contracts renewal for Admin services on for Dubai and Kuwait.
• Prepare and process invoices for approval, ensuring timely payments to vendors and service providers.
• Liaising with accounts for Invoice processing.
• Supporting Brand teams with shipping of brand materials
• Supporting PTP team with shipping of corporate card documents for Pharma and Aesthetics
• Any Adhoc support that may be needed/requested.

Function Responsibilities:

• Raising shopping carts/ Purchase Orders
• Processing invoices
• Uploading contracts on MAP contract database

Qualifications

In compliance with local employment requirements & regulations. This position is open to Emarati nationals only.

• 0–2 years of experience in a similar administrative or receptionist role.

• Strong interpersonal and communication skills.

• Professional appearance and demeanor.

• Proficiency in Microsoft Office (Outlook, Word, Excel).

• High level of attention to detail and organizational skills.

• Eagerness to learn and grow in a dynamic, fast-paced environment.

• Ability to multitask and manage responsibilities with professionalism and efficiency.

Additional Information

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.

US & Puerto Rico only - to learn more, visithttps://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html