Office Assistant & Coordinator

Roles & Responsibilities Office & Administrative Support

• Manage incoming and outgoing correspondence (emails, letters, official communications)
• Organize meetings, appointments, and business travel arrangements
• Prepare, format, and file documents, reports, and presentations
• Handle office coordination, telephone communications, and visitor reception
• Support management and coordinate with internal departments and external suppliers
• Request purchase quotations and manage office supplies procurement.
• Manage leases, including handling lease expirations, renewals/extensions, insurance certificates, and internal documentation requests.

• Manage end-to-end processes for work visas, residence visas, Emirates , medical tests, health insurance and permits
• Track visa, residence & work permits and insurance expiry dates and ensure timely renewals
• Coordinate with PRO for all the applications related to Immigration authorities, MOHRE, ICP, and CICPA.
• Prepare and verify documentation for employees, consultants, and visitors
• Support employee onboarding and offboarding processes
• Ensure compliance with UAE labour and immigration regulations

• Arrange travel logistics including flights, accommodation, and transportation
• Coordinate staff mobilization and demobilization
• Organize training and certifications (BOSIET, CICPA, H2S, medicals, etc.)
• Manage site access passes, s, and security clearances
• Coordinate and maintain occupancy records for the guest houses, and liaise with the cleaning service provider to ensure proper cleaning services for both the guest houses and the office

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage multiple tasks and meet deadlines
• Excellent communication and interpersonal skills

• Diploma or Bachelor’s degree in Administration, Business, or a related field
• 2–5 years of experience in secretarial, HR, or logistics roles
• Proven experience with UAE visa and immigration procedures
• Familiarity with MOHRE, ICP processes is an advantage

• Fluent in English (written and spoken)
• Knowledge of Arabic is an advantage
• Proficient in MS Office (Word, Excel, Outlook)