129 Office Coordination jobs in the United Arab Emirates

Are you looking for a role that combines administrative support with people operations expertise?

As a People Operations & Admin Specialist, you will be the backbone of our employee experience and office operations in the UAE and remote locations.

From onboarding and visa processing to vendor management, office operations, and event coordination, you will ensure everything runs smoothly behind the scenes. You will collaborate across teams, support international hiring via EOR platforms, organize engaging workplace events, and keep our Dubai office efficient, compliant, and welcoming — all while balancing multiple priorities with precision and care.

• Oversee the onboarding and offboarding process, including IT setup, documentation, and employee support for both UAE & Remote employees
• Manage end-to-end visa processing for employees in Dubai and ensure compliance with work permit and residency laws
• Serve as the primary point of contact between the company and our EOR vendors (Horizons)
• Coordinate the onboarding, payroll setup, benefits enrollment, and offboarding of employees through EORs across multiple countries
• Ensure accurate employment agreements and adherence to local labor regulations via EOR providers
• Update and maintain accurate employee records in the HRIS system, ensuring confidentiality and compliance and manage compliance audits and regularly review employment documentation
• Coordinate employee benefits, performance reviews, and employee engagement initiatives
• Serve as the point of contact for employees with inquiries related to visas, travel, and office-related matters in the Dubai office
• Assist employees for business travels in coordination with the KSA Admin. team, ensuring efficient and cost-effective arrangements with Travelperk / partner travel agencies and visa arrangements if necessary
• Organize logistics for company events, conferences, and team-building activities, including venue booking, hotel arrangements, and catering coordination
• Provide on-the-ground event support to ensure smooth execution of all logistics
• Maintain inventory of office supplies, ensuring that employees have what they need for day-to-day operations
• Manage relationships with suppliers for office supplies, ensuring quality products and timely deliveries
• Coordinate with vendors for regular office maintenance, including cleaning, repairs, and IT equipment servicing
• Oversee the renewal and negotiation of office tenancy contracts and manage related documents and deadlines
• Monitor and maintain office space logistics, ensuring the office is organized and conducive to a productive work environment
• Develop and maintain relationships with key suppliers and service providers to ensure competitive pricing and high-quality service delivery
• Handle the procurement and delivery of office equipment, furniture, and supplies
• Negotiate and manage contracts with vendors and service providers (e.g., cleaning services, maintenance companies, utilities)
• Track expenses and maintain records for office-related purchases and contracts to ensure compliance with the budget

What We Are Looking For:

• Have 2-4 years of experience in administrative support, people operations, or office management, ideally in a fast-paced tech or IT environment
• Are familiar with the visa processing requirements in Dubai and the UAE for work permits and residence visas
• Have experience managing office vendors, suppliers, and coordinating maintenance services
• Are skilled in travel coordination, booking flights, accommodations, and handling logistical details
• Self-starter with ability to work independently across functional groups and on multiple initiatives simultaneously
• Are highly organized, proactive, and able to manage multiple tasks and deadlines effectively
• Have a strong attention to detail and are able to handle confidential information with discretion

Preferred Qualifications:

• Knowledge of UAE labor laws and visa regulations
• Hands-on experience working with EOR platforms is an advantage
• Experience in managing office tenancy agreements and negotiating contracts
• Familiarity with HRIS platforms (KayanHR) and travel booking systems (Travelperk)
• Strong communication skills and the ability to work across different teams and departments

We Offer You:

• Competitive compensation packages, bonuses, and potential shares
• Regular training and annual learning stipend for career growth
• Autonomy, mentoring, and challenging goals in a dynamic environment

• Entry level

• Full-time

• Other
• IT Services and IT Consulting

• Receive and register incoming documents, such as letters, contracts, and invoices.
• Prepare and send outgoing documents, including memos and letters.
• Maintain a digital database of all documents for easy access and tracking.
• Organize and store physical and electronic documents according to company procedures.
• Ensure efficient document retrieval for staff requests.
• Track the progress of specific project documents, including Payment Certificates and Approval Requests.
• Support technical projects by organizing and storing project-related documents, such as drawings and reports.

• A Secondary School Certificate or Diploma.
• Strong proficiency in MS Office.
• Excellent verbal and written communication skills.
• At least 5 years of document control experience in a reputable organization.
• A background in joinery or construction.

• A challenging and rewarding career opportunity.
• The chance to work with a dynamic team.
• The opportunity to develop your skills and expertise.

We are seeking a highly skilled and organized individual to join our team as an Office and Admin Coordinator.

• Serve as the primary point of contact for administrative tasks, ensuring efficient communication across departments.
• Oversee daily office operations, streamlining processes to maximize productivity and minimize errors.
• Collaborate with Procurement Department staff to prepare documents, coordinate supplier communication, and track follow-ups.
• Coordinate logistics with company drivers for timely delivery and collection of materials, documents, and other items.
• Monitor driver schedules and ensure proper documentation for delivery and pickup activities.
• Manage office supplies inventory, place orders, and track usage to optimize resources.
• Handle incoming and outgoing correspondence, including courier and postal services, in a timely and professional manner.
• Assist in scheduling meetings, appointments, and business travel arrangements to ensure seamless coordination.
• Support HR and admin tasks such as staff onboarding, attendance tracking, and maintaining personnel records.
• Ensure office equipment is properly maintained and liaise with service vendors for repairs or upgrades.
• Organize and maintain physical and digital filing systems to facilitate easy access to information.
• Assist in planning and execution of internal events, trainings, and office meetings to promote collaboration and productivity.

Required Skills and Qualifications:

• Bachelor's degree in business administration or related field (preferred).
• Proven experience in office coordination or administrative roles.
• Familiarity with procurement and logistics support functions is an advantage.
• Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking skills.
• Effective communication and interpersonal abilities.
• Ability to manage and prioritize multiple responsibilities under tight deadlines.
• Discretion in handling confidential information.

Preferred Skills:

• Experience coordinating with vendors, drivers, and logistics teams.
• Working knowledge of ERP or procurement systems.
• Basic understanding of HR and procurement workflows.

Job Description:

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• We are seeking a Legal Secretary to join our team. The successful candidate will be responsible for providing administrative support to lawyers and other staff members.
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• The ideal candidate will have excellent communication and organizational skills, with the ability to work accurately and efficiently in a fast-paced environment.
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Key Responsibilities:

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• Document Production :
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• Undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and all available resources.
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• Type from manuscript, blacklining documents, using house style documents and non house style where required.
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• Proof read documents to ensure accuracy.
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• Prepare PowerPoint presentations and Excel spreadsheets.
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• Draft correspondence/emails.
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• Undertake photocopying, scanning, printing and faxing as required.
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• Assist other members of the group/division/firm as required to include the Marketing Team with pitch documents.
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• Ensure you are up to date on all programs and templates used.
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• Meetings and Travel Management :
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• Diary management – arranging meetings and conference calls, liaising with clients, prioritizing and rescheduling meetings as appropriate (must be able to anticipate principals' needs in scheduling diary).
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• Arrange conference calls, meetings, catering.
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• Co-ordinate all travel arrangements including taxis, accommodation, booking flights and expense forms as appropriate, keeping fee earners diaries up to date with the same.
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• Prepare and collate papers ahead of meetings.
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• Assist in the planning for key meetings.
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• Client Relationship Management :
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• Collating and circulating agendas as appropriate.
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• Managing confidential data.
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• Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required / action where necessary.
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• Deal with visitors in a confident and professional manner.
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• Keep client contact details, client book/CRM and lists up to date.
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• Support client events as required.
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• Billing and Financial Hygiene :
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• Preparation of the Engagement Letter/Terms of Business/submission to Engage and following up where engagement terms are not in place.
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• Assist in preparation of bills and bill narratives.
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• Request draft bills and review for accuracy.
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• Take responsibility for the processing and accuracy of invoice changes.
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• Prepare e-mails and cover letters on behalf of matter manager for sending of invoices.
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• Adding disbursements to invoices via Readsoft application.
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• Sending invoices out to clients and keeping a record of the same.
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• Assist in monitoring the billing process for your principals as required.
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• Assist in opening new clients, as required.
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• Complete online matter opening for new matters.
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• Liaise with principals, conflicts, matter management and finance teams on matter administration.
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• Monitor work in progress and chase matter managers to bill, as required.
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• If a matter is monthly billing, ensure follow up process is followed appropriately.
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• Amend timelines using the DTA tool when necessary.
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• Run billing guides for fee earners when requested.
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• Providing weekly/monthly fee updates to clients on matters.
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• Risk Management :
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• Actively support process which minimize the Firm's exposure to risk (i.e Information Barriers and e- Filing).
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• Administration :
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• Manage annual leave requests for fee earners and keeping a record of the same.
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• Deal with incoming and outgoing mail.
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• Proactive monitoring of emails as required and forward/action as necessary.
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• Maintain update/reminder system of ongoing mail if required.
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• Establish and maintain effective and accurate filing systems (hard copy/ iManage).
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• Miscellaneous :
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• Develop your competencies and skills in order to provide excellent professional assistance, attending training when required.
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• Keeping distribution lists up to date such as client marketing lists.
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• Submit timesheets for principals in their absence or as required.
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• Undertake other ad-hoc administrative tasks as required and agreed with Group Secretary.
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• Support Firmwide IT system rollouts.
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• Support principals in the use of IT systems such as Sophia/Workday.
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• Contribute (where required by Head of Secretarial services/Group Secretary) to Firmwide projects which relates to the Secretarial Services Function.
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• Attend secretarial meetings.
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• Attend training as required to keep up to date with firm wide procedures.
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• Working proactively as part of a team to ensure time is used effectively using all available firm wide resources to meet pressured deadlines.
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• Effectively manage and prioritize work.
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• Working with and assisting the other legal secretaries in the Middle East where necessary.
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Technical Skills:

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This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

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We are seeking a highly organized and skilled support professional to assist our corporate team. As an integral part of our workforce, you will have the opportunity to work on a wide range of projects, both nationally and globally.

• Maintain executive's agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and take minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Handle confidential documents ensuring they remain secure
• Prepare invoices or financial statements and provide assistance in bookkeeping
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned

• Diploma / bachelor's degree
• 3-5 Years of Relevant Work Experience
• Proficient in MS Office

With over three decades of experience and backgrounds extending from engineering to welding, we offer unmatched experience servicing various industries.

Job Title: Front Office Receptionist

We are seeking a highly organized and detail-oriented Front Office Receptionist to join our team. The ideal candidate will have excellent communication skills, be able to multitask, and possess a strong understanding of office administration.

• Greeting Guests : Greet visitors, clients, and other guests in a professional manner, providing them with assistance as needed.
• Answering Calls : Answer incoming calls, direct calls to the appropriate staff member, and take messages when necessary.
• Mail and Package Handling : Sort and distribute mail, packages, and other materials to the correct staff members.
• Data Entry : Perform data entry tasks, including updating databases and maintaining accurate records.
• Office Supplies : Order, receive, and manage office supplies, ensuring that they are readily available for staff use.
• Clerical Duties : Perform various clerical duties, such as photocopying, filing, and collating.
• Meetings and Travel Arrangements : Coordinate meetings and travel arrangements for executives and other staff members.

Requirements:

• Communication Skills : Excellent written and verbal communication skills, with the ability to interact with diverse groups of people.
• Organization : Strong organizational skills, with the ability to prioritize tasks and manage time effectively.
• Technical Skills : Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Education : A minimum of a diploma in Business or Office Administration.
• Experience : 1-2 years of experience in an administrative support role, preferably in a fast-paced office environment.

Benefits:

• A dynamic and supportive work environment
• Ongoing training and development opportunities
• The chance to work with a talented and diverse team

Seeking a skilled and organized team member to join our hospitality team as an Administrative Support Professional.

The ideal candidate will be the first point of contact for guests and clients, managing various administrative tasks to support smooth operations.

• Greet guests with a warm and professional demeanor.
• Manage front desk operations, including handling phone calls and emails.
• Coordinate appointments and ensure seamless communication with relevant departments.

• Maintain and update office records and filing systems.
• Assist in scheduling meetings and managing calendars.
• Handle office supply inventory and procurement.
• Support invoicing and basic financial record-keeping.

• Act as a liaison between staff, clients, and management.
• Ensure timely dissemination of information across departments.

• Previous experience in an administrative or receptionist role, preferably in the hospitality industry.
• Excellent verbal and written communication skills.
• Proficiency in MS Office (Word, Excel, and Outlook).
• Strong organizational and multitasking skills.
• Friendly and professional attitude with exceptional customer service skills.

This is an exciting opportunity to work in a dynamic and fast-paced environment. If you are a detail-oriented and organized individual with excellent communication skills, we encourage you to apply for this role.

Administrative Support Specialist

Job Description:

We are seeking a highly organized and dynamic individual to provide comprehensive administrative support to our senior leadership team. The successful candidate will be responsible for managing complex schedules, coordinating travel arrangements, and preparing expense reports with accuracy and attention to detail.

Key Responsibilities:

• Provide high-level administrative support to senior executives and management, including calendar management, scheduling meetings, arranging travel, and preparing expense reports.
• Serve as the primary point of contact for internal and external stakeholders, answering inquiries, screening calls, and handling correspondence in a professional and courteous manner.
• Coordinate and facilitate communication between different departments and teams within the organization, ensuring timely dissemination of information and follow-up on action items.
• Prepare and edit documents, presentations, and reports using MS Office 365 applications, ensuring accuracy, clarity, and consistency in formatting and content.
• Assist in the organization and coordination of meetings, conferences, and events, including logistical arrangements, agenda preparation, and minutes taking.
• Manage and maintain confidential and sensitive information with discretion and integrity, ensuring compliance with company policies and data protection regulations.
• Conduct research and compile data as needed to support decision-making and strategic planning initiatives.
• Assist in the onboarding of new employees, including coordination of orientation sessions, preparation of welcome materials, and logistical support.
• Handle special projects and assignments as assigned by senior management, demonstrating flexibility and willingness to adapt to changing priorities.
• Stay informed about company policies, procedures, and initiatives, and assist in the dissemination of information to relevant stakeholders as needed.

Required Skills and Qualifications:

• Bachelor's degree in business law or business administration from a reputable institution.
• Excellent spoken English and writing skills, with the ability to communicate effectively and professionally in a business environment.

Why Choose Us:

d43-group is a dynamic and innovative organization that offers a challenging and rewarding work environment. Our team is passionate about delivering exceptional results and making a meaningful impact.

This is an exciting opportunity to support our VP, MEA Sales, and the Sales Organization as a highly skilled Executive Assistant. Your key responsibility will be to provide administrative support to enhance the efficiency and effectiveness of our leaders.

• Manage complex calendars, schedule meetings, and record minutes as needed.
• Coordinate in-person meetings and events, handling logistics such as invites, agendas, and venues.
• Serve as the primary point of contact among executives, team members, customers, and external partners.
• Handle travel arrangements for the VP and leadership team, including itineraries, visas, flights, hotels, and transportation.
• Support expense claims, purchase requests, and service requests related to the team's operations.
• Assist with office management, including maintenance, supplies, and office openings.
• Support legal, IT, sales operations, and HR activities as required.
• Manage shipments, data reports, event registrations, and organizational charts.
• Coordinate visa applications and manage meeting room bookings.
• Support regional activities such as HR initiatives, hotel negotiations, and leadership forums.