Workplace Services Assistant

Career Legal; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

Career Legal is seeking a Workplace Services Assistant to support its Dubai team, ensuring smooth operations in a dynamic law firm environment. You will manage filing, archiving, and deeds, provide admin and document preparation support, and assist with invoicing and client-facing tasks.

Responsibilities include front-of-house duties, travel coordination, and proactive engagement with stakeholders to maintain a high standard of client service.

Qualifications

• Experience with file management including filing, archiving and deeds.
• Strong administrative support and document preparation skills.
• Proficient in coordinating travel and front-of-house operations.

Responsibilities

• File management: opening and closing files, maintaining records.
• Administrative support: photocopying, printing and scanning tasks, liaising with Finance.
• Document preparation: indexing and creating e-bibles.
• Document management: profiling documents in iManage and uploading to data sites.
• Email inbox support and task management for Office Hub.
• Travel coordination: researching train, flight and accommodation options.
• Front of House: greeting visitors, managing passes, coordinating bookings and refreshments.
• Ad hoc: maintaining client contacts and engaging with stakeholders.

Skills

File management

Administrative support

Document handling

Email management

Travel coordination

Front desk/Reception

Client service

Stakeholder engagement

Tools

iManage

Office suite

Data site management

Job description

My client, a leading International Law Firm are looking to hire a Workplace Services Assistant to support their Dubai team.

As a Workplace Services Assistant, you will play a pivotal role in supporting the Office Hub and contributing to the overall success of the business. Your responsibilities span a diverse range of tasks; all aimed at delivering exceptional client service excellence and ensuring efficient operations.

Key Responsibilities

• File management:Opening and closing files, maintaining accurate records. Scheduling, archiving and managing deeds.
• Administrative support:Photocopying, printing and scanning tasks, collaborating with the team. Assisting with online cash management forms, liaising with the Finance Team.
• Document preparation:Preparing files and bundles, including indexing and creating e-bibles.
• Document management:Profiling documents in iManage. Uploading files to data sites and creating hyperlinks.
• Email inbox support and management:Along with the team, check, action and manage tasks that arrive to the Office Hub email inbox
• Travel coordination:Conducting research for train, flight and accommodation options.
• Front of House support:Be a point of contact for those entering the facilities, greeting client, contractors with a friendly and welcoming demeanour. Handling access passes, client sign in and refreshments. Booking internal meeting rooms, ensuring smooth coordination. Courier co-ordination. Undertake regular internal meeting room checks to ensure their operational readiness. Maintaining reception area
• Ad hoc assistance: Maintaining client contacts in the firm’s database. Providing additional support as needed across various tasks. Engaging with stakeholders to ensure expectations are met. Skills and experience