67 Administrative Staff jobs in Dubai

The IIQAF Group of Companies is a global leader in providing services in the hospitality, information technology, tourism, insurance, and health care industries. Established in 1986, the company has grown to become a major player in the international market, with operations in the United Kingdom, Canada, Singapore, and the United Arab Emirates.

We are looking for a detail-oriented Administrative Assistant to join IIQAF in Dubai. As an Administrative Assistant, you will play a crucial role in ensuring the smooth running of daily operations. Your responsibilities will include providing administrative support, managing schedules, and assisting with various projects. This position is vital to maintaining efficiency and organization within the company.

As an Administrative Assistant at IIQAF, you will have the opportunity to work on a variety of projects that contribute to the overall success of the organization. Your role will involve handling confidential information, coordinating meetings, and communicating effectively with team members. This position is perfect for someone who thrives in a fast-paced environment and enjoys multitasking.

• Manage and maintain executives’ schedules.
• Organize and schedule meetings, appointments, and travel arrangements.
• Prepare and distribute correspondence, memos, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Maintain contact lists.

• Excellent time management and organizational skills.
• Proficiency in MS Office (Word, Excel, Outlook).
• Strong communication and interpersonal abilities.
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and problem-solving skills.
• Ability to maintain confidentiality of sensitive information.
• Previous experience in an administrative role is a plus.

The Administrative Assistant provides administrative support and assistance to ensure efficient operation of an office or department. They perform a variety of clerical and administrative tasks, such as managing correspondence, scheduling appointments, organizing files, and coordinating meetings. The Administrative Assistant plays a crucial role in facilitating smooth workflow and maintaining effective communication within the organization.

• High school diploma or equivalent (additional relevant certifications or training may be preferred).
• Proven experience as an administrative assistant or in a similar role.
• Strong organizational and time management skills.
• Proficiency inMicrosoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in work.
• Ability to prioritize tasks and manage multiple deadlines.
• Strong interpersonal skills and the ability to work effectively in a team.
• Professionalism and confidentiality in handling sensitive information.
• Adaptability and willingness to learn and take on new responsibilities.

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

As an administrative Coordinator at Provident, you will be a vital part of the administration in the most successful and progressive real estate agencies in the UAE, aiding our departments with their administrative needs, while adhering to company policies and procedures, in one of the world's most vibrant and competitive marketplaces. Your position is critical in ensuring that internal and external communications are maintained, with the highest standards of detail and quality. This role necessitates a thorough knowledge of email etiquette and industry standards.

• Answer and direct phone calls.
• Organize and schedule appointments.
• Plan meetings and take detailed minutes of the meeting, write and distribute emails, correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Provide general support to visitors.
• Act as the point of contact for internal and external clients Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

• Proven secretary work experience, as an Office Secretary or Administrative Assistant.
• Proficient with MS Office and data programs.
• Experience using office equipment, like printers and scanners.
• Typing speed and accuracy.
• Excellent knowledge of correct spelling, grammar, and punctuation.
• Confidentiality.
• Organization skills, with an ability to stay focused on assigned tasks.
• High school diploma / Diploma; additional secretarial training or certification will be an asset.
• Proficient in English: Written and spoken.
  

Since its inception in 2008, Provident Estate has been a frontrunner in the regional real estate market, holding a commendable reputation as one of the most reliable and top-tier agencies working alongside the world's foremost developers. Now employing over 200+ dedicated professionals, we stand as a testament to excellence and trust in the industry.

As we forge ahead, we are inviting ambitious individuals to join our dynamic team where innovation meets understanding, offering 360° real estate solutions tailored to our client's needs. Step into a role at Provident Estate, a place where we value lasting relationships with our clients and foster an environment geared towards revolutionary and digitally enhanced solutions. Join us, and be a part of crafting the future of real estate, building enduring relationships grounded in trust and expertise.

PROVIDENT is a registered trademark since 2008

• 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.

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.

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