Office Administrator

Office Administrator

Dubai, UAE - Office based

Full-time

We’re looking for a highly organized and proactive Office Administrator to join our Dubai team and help keep our office running smoothly. You’ll take ownership of key administrative activities including office coordination, licences and renewals, lease administration, employee visas and document management . If you’re detail-oriented, reliable and enjoy managing multiple priorities, we’d love to hear from you. Join INTO and be part of a dynamic, international team.

Key Responsibilities

• Manage daily office administration and ensure the workplace is organised, professional and running efficiently.
• Handle incoming calls, emails, correspondence and general enquiries.
• Maintain electronic and physical filing systems, company records, contracts and other important documentation.
• Prepare letters, reports, presentations, spreadsheets and other administrative documents.
• Coordinate meetings, appointments, calendars and meeting room bookings.
• Arrange couriers, deliveries and other office-related services.
• Monitor office supplies and coordinate purchases and replenishment.
• Maintain effective relationships with suppliers, vendors, landlords and service providers.
• Support administrative tracking, purchase requests, invoices and expense records.
• Manage and track company and office licences, permits, registrations and regulatory documentation.
• Maintain an accurate renewal calendar and ensure licences and permits are renewed before their expiry dates.
• Coordinate with relevant government authorities, free zone authorities and external service providers when required.
• Prepare and maintain documentation for licence applications, amendments and renewals.
• Keep management informed of upcoming renewals, costs, requirements and deadlines.
• Maintain organised records of licences, approvals, certificates and official company documentation.
• Maintain records of office tenancy agreements, lease documentation and rental payments.
• Track lease expiry dates and initiate renewal processes in advance.
• Coordinate with landlords, property management companies and internal management regarding lease renewals.
• Support the preparation and processing of tenancy contracts, renewals, supporting documentation and payments.
• Maintain records relating to security deposits, rental payments, utilities and other property administration.
• Ensure relevant office registrations and tenancy-related documentation remain valid and up to date.
• Coordinate and support employee visa processes, including new applications, renewals and cancellations.
• Track visa, work permit, Emirates ID and other relevant document expiry dates and initiate renewals in advance.
• Collect and verify employee documentation required for visa and immigration processes.
• Coordinate medical tests, Emirates ID applications, appointments and other required procedures.
• Liaise with government authorities, PRO services, free zone authorities and external immigration service providers where required.
• Maintain accurate and confidential employee visa and immigration records.
• Keep employees and management updated on application status, required documentation and important deadlines.
• Support onboarding and offboarding activities from an administrative and visa perspective
• Coordinate travel arrangements, accommodation, transportation and events when required.
• Provide administrative and operational support to the management team.
• Ensure office policies, procedures and administrative processes are followed.
• Maintain confidentiality when handling employee, company, legal and financial documentation.
• Perform additional duties as required in line with business needs.

Requirements

• Diploma or Bachelor's degree.
• 3 -5 years of experience in office administration, administrative support or a similar role.
• Previous experience managing company licences, tenancy or lease renewals and employee visa processes is strongly preferred.
• Familiarity with UAE administrative, government, visa and immigration procedures is highly desirable.
• Strong proficiency in Microsoft Office , including Word, Excel, Outlook and PowerPoint.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to independently manage multiple deadlines, expiry dates and renewal processes.
• Strong written and verbal communication skills in English.
• Professional attitude with strong interpersonal and relationship-building skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently while collaborating effectively with internal and external stakeholders.
• Organisation and planning
• Deadline and renewal management
• Attention to detail
• Communication and interpersonal skills
• Government and regulatory coordination
• Problem-solving and initiative
• Time management
• Reliability and accountability
• Confidentiality and professionalism
• Teamwork and adaptability

We Grow Together

At INTO, we’re in the business of growth. From school to university. From home to somewhere new. From dreams to career plans to long-awaited first days. And we believe growth isn’t just for students – it’s for our people too.

At INTO, growth means opportunities to feed your curiosity, to develop your skills and your career. It means staying true to our start-up soul, boldly saying “yes” and constructively saying “no”. It means building deeper relationships. And it means playing your part in our wonderfully diverse international community. Our dedication to growth – for students, our university partners and agents, for each other, and for ourselves – sets us apart. It’s what makes INTO a uniquely rewarding place to be, and to make a difference.