We are seeking a highly efficient and proactive Office Administrator. The successful candidate will provide comprehensive administrative support to ensure the seamless operation of the office and enable the management team to function efficiently. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Additionally, the ideal candidate must have a solid understanding of relevant laws in Dubai, including finance and administrative regulations, and be proficient in English.
Location: Dubai, UAU
Key Responsibilities:
Office Administration:
- Oversee office supplies and maintain inventory to ensure an organized and well-stocked workplace.
- Schedule and coordinate meetings, appointments, and events, ensuring all logistical arrangements are in place.
Maintain accurate and organized filing systems, including both physical and digital records.
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Communication and Coordination:
- Manage incoming and outgoing communications, including phone calls, emails, and other correspondence, directing them to appropriate personnel in a timely and professional manner.
- Draft, edit, and proofread documents, including correspondence, reports, and presentations, ensuring accuracy and professionalism.
- Serve as the primary liaison between internal teams and external stakeholders, maintaining a high level of professionalism in all interactions.
Communicate fluently and professionally in English, both written and verbal, ensuring clear and effective communication across all levels.
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Administrative Support:
- Prepare and process invoices, expense reports, and other financial documentation, ensuring accuracy and compliance with company policies and local finance laws.
- Assist with the onboarding process for new hires, including setting up workstations, coordinating orientation materials, and supporting HR processes.
Arrange domestic and international travel for staff, including booking flights, accommodations, and preparing detailed itineraries.
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Data and Document Management:
- Maintain and update office databases and management systems, ensuring data accuracy and confidentiality.
Compile and generate reports, presentations, and other documents as needed for management review.
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General Office Operations:
- Perform routine clerical tasks such as photocopying, scanning, and maintaining office equipment, ensuring functionality and addressing any repair needs.
Handle confidential and sensitive information with discretion, adhering to company policies and legal requirements.
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Qualifications:
- Bachelor’s degree in Business Administration, Law, or a related field is preferred.
- Must have 5 years of proven experience in a similar administrative role is preferred.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
- Excellent organizational and multitasking abilities, with the capability to prioritize tasks effectively.
- Exceptional written and verbal communication skills in English (required).
- A thorough understanding of Dubai's legal framework, including relevant administrative and financial regulations, is mandatory.
- Ability to work both independently and collaboratively within a team.
Professional demeanor, with the ability to manage confidential information with the highest level of discretion.
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Working Conditions:
- This is a full-time position based in a standard office environment in Dubai. Regular business hours apply, with occasional requirements for flexibility based on business needs.
Application Process:
To apply, please submit your resume to with "Office Administrator" in the subject line.
At ITBM, we are committed to providing equal employment opportunities and promoting a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds and experiences.
