Office Assistant jobs in United Arab Emirates

Job Description for role within Mövenpick / Accor group. The role focuses on People & Cultures, benefits administration, health, safety and wellness, and supporting Heartists with medical and administrative services. This description preserves the responsibilities and qualifications as provided.

• To provide service that is sincere, warm and enthusiastic, ensuring the employees satisfaction in order to make a professional first impression of the People & Cultures Department.
• To set up the medical insurance of the group, ensuring Heartists have the best medical benefits at reasonable prices while maintaining quality of care.
• Promotes awareness of health, safety and wellness.
• Oversees the administration and communication of all benefits within the hotel units.
• Treats each Heartist as a unique individual with tender care.
• Streamlines clinic operations for uniform nursing service quality.
• Negotiates with benefits providers for better rates, service and savings.

• Inform Heartists of changes to People & Cultures related benefits policies and procedures.
• Support Mövenpick People & Cultures core standards.
• Conduct a benefits survey of similar properties to compare and adjust benefits to market practice (housing, education allowance, medical cover, etc.).
• Organize the medical clinics and furnish all clinics for four Mövenpick properties, overseeing FF&E and OS&E selection.
• Set up and implement full medical policies and procedures including long-term and temporary disability coverage.
• Process medical papers for Heartists at all levels for employment visas.
• Ensure Dubai Municipality guidelines are observed.
• Set up and conduct training programs on personal hygiene, kitchen safety, food handling and basic first aid including defibrillator training.
• Coordinate and promote annual Health, Safety and Wellness Fair.
• Recruit, train and manage the performance of nurses for hotel clinics.
• Promote health and safety programs, including injury prevention, disability programs, and modify work programs.
• Maintain relationships with management while ensuring confidentiality and quality patient care.
• Initiate visa medical and occupational health processing with Dubai Municipality to control medical expenditures and streamline procedures.
• Coordinate community service with the Dubai Municipality (e.g., Clean Up The World, blood donation, Earth Hour).

• Maintain a fully supplied clinic and staff accommodation clinic with systemic medical files for all staff.
• Ensure a clean and safe working environment by participating in safety programs.
• Work with Government Relations on medical clinics and licenses.
• Attend to staff medical needs and act as main contact for major medical decisions/procedures.
• Promote health and safety awareness to reduce injuries and illness.
• Assist with pre-screening/reference checks for candidates.
• Negotiate benefits rates with underwriters.

• Distribute benefits and pension notices to eligible Heartists monthly and verify applications/waivers.
• Ensure heartist action forms and benefits dates are accurate for hires, transfers, re-hires and terminations.
• Audit enrollments, waivers, terminations and billings; ensure records are accurate.
• Facilitate New Hire sign-in and process reimbursement documents.
• Track and report monthly safety incidents; protect against lost-day claims.
• File general documents securely and maintain confidentiality for People & Cultures matters.
• Update Heartist records regarding incident reports and leave days.
• Authorize and control sick leave for Heartists at all levels.
• Complete payroll data entry in a timely manner.

• Ensure proper care of equipment and furniture entrusted for Heartists’ use.
• Be familiar with hotel policies, layout, and emergency procedures (fire, medical, bomb threat, blackout, evacuation).
• Know safety regulations and ensure their application to protect people and property.
• Support sustainability efforts per the Environment Charter (saving energy, recycling, waste sorting).
• Adhere to Heartists Handbook rules and hotel policies on Fire, Hygiene, Health and Safety.
• Safeguard confidential records and information; do not remove from the office or disclose financial information.

Our values guide us daily through the Heartist program, driving hospitality and service across cultures. They underpin the Group’s success worldwide. Values include Guest Passion, Sustainable Performance, Respect, Spirit of Conquest, Trust, and Innovation.

• 1-2 years of experience in a similar Human Resources position or strong experience in administration and payroll.
• Strong computer skills and social media savvy with knowledge of Graphic Design Software (Adobe Suite, Canva, etc.).
• Ability to maintain the highest level of confidentiality.
• Strong work ethic with a proactive and flexible approach.
• Ability to coordinate and build a team to assist with hosting events.
• Ability to work well under pressure.
• Ability to support a collaborative environment.