Front Desk & Office Support Assistant

Location: Dubai, UAE Department: Administration Role Purpose The Front Desk & Office Support Assistant will provide day-to-day operational and administrative support to the Dubai office. The role will manage front desk activities, assist with facilities coordination, support visa-related documentation and Finance documentation, and undertake general office-support duties as required. This is a junior, hands-on and multi-functional role suited to an individual who is organized, service-oriented and willing to support a wide range of office requirements.*Key Responsibilities**1. Front Desk Operations + Welcome visitors, customers, employees and vendors and direct them to the appropriate person. + Attend and redirect incoming calls and general enquiries. + Maintain visitor records and coordinate visitor access. + Receive, record and distribute incoming couriers, deliveries and correspondence. + Arrange outgoing couriers and maintain the necessary records. + Keep the reception, meeting rooms and common office areas presentable and organized. + Coordinate meeting-room bookings and prepare rooms before meetings.

2. General Office Support* + Serve refreshments to visitors and employees during meetings when required. + Assist with the setup and clearing of meeting rooms before and after meetings. + Support the distribution of documents, stationery and office supplies. + Carry out local office errands, including document collection, deliveries, bank submissions and visits to government service centres, as instructed. + Assist with photocopying, scanning, printing, binding, filing and archiving documents. + Help arrange workstations and basic joining materials for new employees. + Support office events, employee gatherings and internal meetings. + Provide general operational assistance across the office based on business requirements.

3. Facilities and Office Administration* + Coordinate the day-to-day upkeep and general functioning of the office. + Monitor pantry supplies, stationery, drinking water and other office consumables. + Arrange replenishment of supplies after receiving the necessary approval. + Coordinate with cleaning, maintenance and other office-service providers. + Report maintenance issues and follow up with vendors or building management until closure. + Maintain records of office equipment, keys, access cards and administrative assets. + Assist in obtaining quotations and preparing purchase or service requests. + Support the coordination of office repairs, furniture movement and workstation arrangements. + Help maintain basic cleanliness and orderliness in shared areas when immediate assistance is required, while regular cleaning remains the responsibility of the appointed cleaning service.

4. Visa and Immigration Documentation* + Collect and organize documents required for employment visas, renewals, cancellations and status changes. + Liaise with the PRO, typing centres, medical centres and other relevant service providers. + Help Schedule medical examinations, biometric appointments and other visa-related activities. + Assist with submitting and collecting documents from the relevant service providers or government centres. + Update visa and immigration trackers and follow up on pending applications. + Escalate missing documents, processing delays and upcoming expiries to the responsible HR representative. + Maintain the confidentiality and security of employee documents.

5. Finance Documentation Support* + Collect, scan, organize and file invoices, receipts, delivery notes and other supporting documents. + Submit or collect documents from banks, auditors, customers, vendors or government offices, as instructed. + Coordinate the internal circulation of documents requiring review, signature or company stamping. + Follow up internally for missing invoices, receipts, approvals and supporting documents. + Support basic data entry and the updating of administrative or Finance trackers. + Maintain physical and electronic records in an organized and retrievable manner. + Assist the Finance team with document preparation during audits. + The role will not have authority to approve payments, process accounting entries independently or make financial commitments on behalf of the company.

Qualifications and Experience* + Higher secondary education, diploma or bachelor’s degree. + 1 to 2 years of experience in front desk, office assistance, administration, facilities support or a similar position is preferred. + Previous UAE experience and familiarity with basic visa processes would be an advantage. + Fresh graduates with the right attitude, communication skills and willingness to perform a hands-on role may also be considered.

Skills and Competencies* + Good communication skills in English and Arabic. + Basic working knowledge of Microsoft Word, Excel, Outlook and office equipment. + Strong organization, documentation and follow-up skills. + Professional, courteous and service-oriented approach. + Willingness to undertake both administrative and general office-support responsibilities. + Ability to manage multiple tasks and respond to changing office requirements. + Dependability, punctuality and attention to detail. + Ability to handle confidential employee and Finance documents responsibly. + A valid UAE driving licence would be an advantage but is not mandatory.