395 Administrative Staff jobs in Dubai

Address: 12th floor, Damac business tower, Business bay, Dubai

We are currently seeking a skilled and proactive Administrative Officer to join our team and play a key role in ensuring the efficient and smooth operation of our office and administrative functions.

If you’re a motivated and well-organized individual with a passion for administrative excellence, we encourage you to apply. Join us in contributing to the efficient operation of our organization.

Critical Facilities Management Services LLC (CFS) belongs to MDS SI Holding, part of MIDIS Group. CFS is a leading provider of specialized services for critical infrastructure and facilities. With a commitment to reliability, efficiency, and safety, we offer a wide range of solutions tailored to the unique needs of industries that rely on uninterrupted operations, such as data centers, healthcare facilities, telecommunications networks, financial institutions, and more.

1. Manage and coordinate administrative tasks, including document preparation, filing, and record-keeping.
2. Organize and schedule meetings, appointments, and events, both internally and with external partners.
3. Assist in the preparation of reports, presentations, and correspondence for management.
4. Handle incoming calls, emails, and inquiries, directing them to the appropriate team members.
5. Support HR functions, such as onboarding, employee records maintenance, and leave tracking.
6. Maintain office supplies inventory, order supplies, and oversee office equipment maintenance.
7. Assist in budget tracking, expense reporting, and invoicing.
8. Coordinate travel arrangements and accommodation for staff when required.
9. Collaborate with various teams to ensure smooth communication and coordination.
10. Uphold and enforce company policies and procedures.

1. Bachelor's degree in Business Administration, Management, or a related field (or equivalent experience).
2. 3 years of experience in administrative roles, with a strong track record of organization and efficiency.
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
4. Excellent communication and interpersonal skills.
5. Attention to detail and ability to multitask effectively.
6. Strong problem-solving skills and the ability to work independently.
7. Familiarity with HR processes and basic financial tasks is a plus.

Full time

Dubai, UAE

Overview

Dubai, United Arab Emirates | Posted on 06/26/2025

Job Objective Taking responsibility for the front office, you will represent this organization as the first point of contact for all calls, emails and visitors. You will be professionally presented and have a welcoming demeanor, with the ability to interact well with peers, seniors and high net worth clients. This is a busy role that will require high attention to detail and the ability to manage multiple deadlines.

• Greet and welcome guests as soon as they arrive at the office.
• Determine the nature and purpose of visitors arriving; direct or escort visitors to the appropriate person and office.
• Operate a multi-line telephone system to answer, screen, and forward calls; provide information and take messages.
• Ensure the reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, and brochures).
• Provide basic and accurate information in person and via phone/email regarding business setup and business center industries.
• Receive, sort, and distribute daily mail/deliveries.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook).
• Order front office supplies and keep inventory of stock.
• Update calendars and schedule meetings.
• Book meeting rooms within the business center, and ensure rooms are tidy and stocked with updated stationery after each meeting.
• Provide administrative support to the management.
• Perform other clerical receptionist duties such as filing, photocopying, and recording minutes of meetings (MOM).

• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Excellent oral and written communication skills.
• Basic computer skills – Microsoft Office, internet navigation.
• Excellent and courteous follow-up, with empathy for clients and staff.
• Hands-on experience with office equipment (e.g., printers).
• Professional attitude and presentable appearance.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Experience working in a fast-paced environment.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment (e.g., fax machines and printers).

• Provide administrative support to ensure efficient operation of the office, including handling phone calls, emails, and mail, organizing files and scheduling appointments.
• Manage and maintain office equipment, including copiers, printers, and scanners, and troubleshoot any issues.
• Assist in the preparation of regularly scheduled reports, presentations, and data entry tasks, as needed.
• Coordinate and schedule meetings, appointments, and travel arrangements for the team.
• Perform basic bookkeeping tasks, such as creating invoices, processing payments, and reconciling accounts.
• Create and maintain effective filing systems, ensuring that all documentation is accurately labeled and stored securely.
• Monitor office expenses and inventory and place orders as necessary.
• Support HR with onboarding new hires and organizing employee records.
• Perform other related duties or assignments as directed.

• Bachelor's degree or equivalent; Associate’s degree or certification in office administration, public relations or related field preferred.
• Strong computer skills, including proficiency in Microsoft Office Suite and Google Suite.
• Excellent organizational, time-management, and multitasking skills, with the ability to prioritize tasks.
• Strong attention to detail and accuracy.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work independently with minimal supervision as well as in a team environment.
• Positive attitude, with a willingness to learn and adapt.

• Initiative and proactive problem-solving.
• Attention to detail and accuracy.
• Strong organizational skills.
• Excellent communication and interpersonal skills.
• Ability to multitask and work under pressure.
• Positive attitude and willingness to learn and adapt.
• Strong work ethic and ability to take ownership of tasks.

The Administrative Assistant will provide a variety of support services to ensure efficient operation of the office. This role involves handling administrative tasks such as scheduling, communication, organizing documents, and supporting the management team. Additionally, the Administrative Assistant will ensure that tasks are completed on time by following up with partners to meet client deadlines, as well as gathering invoices for financial reporting.

Key Responsibilities:

1- Maintain the organization of the office, including ordering supplies, organizing office equipment, and ensuring the workspace is neat and functional.

2- Manage HR files for staff and management.

3- Assist senior staff with various administrative tasks as required.

4- Ensure timely completion of tasks by coordinating with external partners and following up to ensure that deadlines committed to clients are met.

5- Gather invoices for purchases and sales, and share them with the accountants at the end of each month for proper financial documentation.

6- Collect information, input, and update the data into databases or spreadsheets as needed.

7- Handle the responsibilities of a compliance officer in terms of attending online workshops to ensure the company’s alignment with the respective authorities

8- Contact relevant authorities, when requested, to double check the latest requirements and regulations related to multiple industries, in the UAE, and to share the findings with appropriate staff members

9- Prepare and manage documents, reports, and presentations. Ensure filing systems are efficient and up-to-date.

Qualifications:

• High school diploma or equivalent required.
• Proven experience as an administrative assistant or in another relevant role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office software.
• Strong organizational and time-management skills.
• Excellent communication skills, both verbal and written.
• Ability to handle sensitive information with confidentiality.
• High attention to detail and problem-solving skills.

Job Type: Full-time

Company Description

Veolia Energy & Process Systems (VEPS) is a part of the Veolia Group. VEPS has been serving the Energy Sector as a leading provider of process solutions for over 40 years, supplying water, gas and oil treatment technologies to our clients around the world - delivering best in class project execution models as well as field services and aftermarket support.

As part of its Growth Initiatives, VEPS is refocusing on Energy Transition related business, in particular on Carbon Capture, CO2 conditioning and H2 conditioning.

VEPS has delivery centers in UAE, Australia, India and Singapore, and operates across the larger Water Tech Division and with the global Veolia Group, developing transversal initiatives and incorporating technologies and products from other divisions to its offer for the Energy Sector.

Responsibilities:

• Conduct comprehensive market research and benchmarking studies for employee benefits (internal/external)
• Analyze current benefits structure and develop strategic improvement proposals
• Prepare detailed cost analysis reports for benefits programs
• Coordinate effectively with insurance providers and benefits vendors
• Maintain comprehensive benefits documentation and employee communications
• Support seamless implementation of harmonized HR policies
• Assist in preparing employment contracts and offer letters with precision
• Maintain accurate employee records and HR database management
• Generate comprehensive HR reports and analytics as required
• Support recruitment and onboarding processes
• Handle employee queries regarding benefits and policies professionally
• Assist in HR policy implementation and communication strategies
• Oversee complete visa transition process from Abu Dhabi to Jebel Ali
• Track and maintain real-time visa status updates
• Coordinate effectively with EMEC for visa processing
• Maintain comprehensive employee documentation for visa purposes
• Coordinate with PRO for timely document submissions
• Follow up proactively on pending applications
• Maintain professional relationships with government offices

• Bachelor's degree in Human Resources, Business Administration, or related field
• Minimum 3+ years of experience in HR administration, preferably with benefits focus
• Strong knowledge of UAE labor laws and benefits practices
• Proven experience in benefits benchmarking and analysis
• Fluent in English and Arabic (written and spoken)
• Proficient in MS Excel and HR management systems
• Strong analytical and research abilities
• Excellence in data analysis and report preparation
• Detail-oriented with exceptional documentation skills
• Excellent communication and interpersonal abilities
• Project management capabilities
• Ability to handle confidential information with discretion
• Strong time management and organizational skills

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.

Job Overview:

We are looking for a detail-oriented and proactive Administrative Assistant to support the daily operations of Friends Avenue Café. The role involves handling administrative tasks, coordinating with internal teams, and ensuring smooth office and café operations.

Key Responsibilities:

1. Manage and organize daily administrative tasks, including filing, data entry, and correspondence.

2. Assist with scheduling, meeting coordination, and calendar management.

3. Maintain accurate employee records and support HR-related tasks (attendance, leave requests, etc.).

4. Support management with ad-hoc projects and operational needs.

5. Ensure smooth internal communication between management and staff.

Requirements:

• Proven experience as an administrative assistant or similar role.
• Strong organizational and multitasking skills.
• Proficiency in MS Office (Word, Excel, Outlook).
• Good written and verbal communication skills.
• Basic knowledge of HR tasks is an advantage.
• Ability to work in a fast-paced café environment.

Benefits:

• Competitive salary and staff discounts.
• Career growth opportunities within Friends Avenue Café.
• Supportive and dynamic work culture.

Job Type: Full-time

Pay: AED3, AED4,000.00 per month

Experience:

• Administrative : 2 years (Preferred)

Language:

• English (Preferred)

Job Description:

We are looking for an experienced Admin Assistant / Receptionist to join our team. The successful candidate will be responsible for front-desk management, administrative support, and assisting the CEO with daily operations.

Key Responsibilities:

Provide administrative support to the real estate team, including documentation, filing, and correspondence.

Prepare and manage tenancy contracts, MOUs, addendums and other real estate-related agreements.

Handle property listings on portals (Bayut, Dubizzle, Property Finder, etc.) and update company databases.

Coordinate with agents, clients, and landlords to schedule viewings and meetings.

Manage calls, emails, and inquiries professionally and efficiently.

Track and organize leads, sales, and transactions for reporting.

Support HR and PRO with visa, contract, and employee documentation when required.

Ensure compliance with RERA requirements and maintain accurate records.

Assist in preparing presentations, reports, and marketing materials.

Requirements:

Minimum 1 year of experience as an Admin in a Real Estate company in Dubai.

Strong knowledge of RERA documentation and real estate procedures.

Proficient in MS Office (Word, Excel, PowerPoint) and CRM/property portals.

Excellent communication skills in English (Arabic or other languages is a plus).

Strong organizational skills with attention to detail.

Ability to multitask and work in a fast-paced environment.

Presentable, proactive, and a team player.

What We Offer:

Competitive salary based on experience.

Performance-based incentives.

Professional and supportive work environment.

Career growth opportunities within the company.

How to Apply:

Interested applicants may send their CV via email or WhatsApp at

Job Types: Full-time, Contract

Contract length: 24 months

Pay: From AED2,500.00 per month

We seek a highly skilled Senior Administrative Officer to provide top-notch administrative and clerical support across various areas, including visa procedures, housing management, guest house operations, expense coordination, and general affairs. This role demands exceptional organizational skills, attention to detail, and the ability to work effectively in a multicultural environment.

• Visa Management: Manage visa processing, renewals, and documentation with precision.
• Housing Operations: Oversee company housing and guest house operations, ensuring seamless lease management, move-in/out procedures, cleaning and maintenance contractors, and supply inventory control.
• Administrative Support: Coordinate entertainment-related administration, including guest house dining, food and beverage procurement, and equipment management.
• Golf Administration: Handle golf-related administration, such as membership renewals and equipment tracking.
• Compliance and HR: Support compliance and HR-related tasks, like organizational chart updates, training schedules, and e-learning management.
• Operational Efficiency: Improve operational efficiency through strategic use of IT tools.

• Experience: Proven experience in administration, general affairs, or related roles.
• Languages: Business-level Japanese (preferred) and English language proficiency.
• Communication: Excellent communication skills with the ability to interact effectively across cultures.
• Organizational Skills: Strong organizational and multitasking abilities, along with problem-solving skills.
• Adaptability: Ability to adapt quickly and resolve unexpected issues.
• Continuous Improvement: A proactive mindset with a focus on continuous improvement.

Business Operations Coordinator Role

Ankura is a team of excellence founded on innovation and growth. The company has a firm services function that requires operations support. This role provides business and operations services to partners and employees, supporting the daily management of the business and local office.

Responsibilities:

• Create a service environment for Ankura employees, anticipate needs and provide support to allow senior professionals to be more efficient and effective.
• Effectively use technology applications and resources to support client service delivery and related activities of the company's personnel, including firm-wide and practice-specific tools, processes, and databases.
• Draft and edit presentations and business correspondence, ensure grammar, spelling, and formatting are accurate and engaging.
• Perform effective calendar management including scheduling and prioritizing appointments, ensuring meetings, deadlines, presentations, and other duties are completed efficiently by senior professionals.
• Position oneself as a knowledge resource and support the integration of new employees and training of others.
• Maintain, retrieve, and secure working documentation as requested on appropriate file repositories, in accordance with current records management policy, procedures, and best practices.
• Assist with weekly time and expense reports in accordance with policies and client requirements; resolve auditor inquiries as needed.
• Support production requests including copying, printing, faxing, binding, and shipping.
• Conduct information and internet research, as needed.
• Place supply orders and manage inventory, as required.
• Coordinate domestic and international travel arrangements, including passports and visas, maintain travel profiles, respond to last minute itinerary changes, map or provide directions, and coordinate associated communications with project teams.
• Maintain contacts and distribution lists, as needed.
• Facilitate engagement intake and contract administration processes.
• Partner with other departments to improve business operations.
• On an interim basis, support the Finance team by assisting and overseeing billing requirements for Saudi Arabia invoices in addition to liaising with the PMs and Finance team as required.
• Coordination of external contractors of any facilities maintenance suppliers/contractors and liaising with building management to ensure health and safety issues are addressed and updated.

Requirements:

• Fluent in both English and Arabic is essential.
• Associates degree in a related discipline.
• Prior experience working in Saudia Arabia in a professional services environment is essential.
• Highly proficient in technology, especially Microsoft Office resources (e.g. Outlook, Calendar, SharePoint, Teams) and applications (e.g. Excel, PowerPoint, Word).
• Critical thinking skills and initiative to proactively address issues, identify and solve areas of business process improvement.
• Strong verbal and written communication skills with an attention to detail.
• Business acumen, an interest in learning more about the company and its clients, a desire to understanding how duties impact related groups, and motivation for self-development.
• Ability to work well under pressure and with minimal supervision.
• Well-developed and professional interpersonal skills, with an ability to interact effectively with people at varying levels of the company.
• Strong organisational and time management skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail and accuracy.
• Highly resourceful team-player, with the ability to be extremely effective working independently and with direction.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Effective communication skills, both verbal and written.
• Proven ability to establish, build and maintain relationships with peers, client service delivery professionals and leadership.
• Ability to handle confidential and sensitive information with appropriate discretion.
• Seeks to achieve challenging business goals and meet deadlines in a fast-paced environment with competing demands.
• Invoicing experience desirable.

Our organisation values diversity and inclusion in all aspects of our business. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability. We seek to create a workplace culture that is respectful, inclusive, and supportive of individuals from diverse backgrounds.