Office Administrator

Job Title: Office Administrator

Location: Dubai, UAE

Industry: Accounting, Auditing & Business Consultancy Services

Job Summary

We are seeking a highly organized, proactive, and professional Office Administrator to join our growing Accounting & Auditing firm in Dubai. The ideal candidate should have prior experience working in a B2B service-oriented environment and possess strong administrative, coordination, and communication skills. The Office Administrator will be responsible for managing daily office operations, supporting management, coordinating with clients, and ensuring smooth administrative processes across the organization.

Key ResponsibilitiesOffice Administration & Operations

• Manage day-to-day office operations and administrative activities.
• Maintain office records, files, documents, and company databases.
• Coordinate office maintenance, supplies, and vendor relationships.
• Ensure proper organization of company documents and compliance records.
• Monitor office expenses and support budget tracking where required.

Client & Business Support

• Act as the first point of contact for clients, visitors, and business partners.
• Handle incoming calls, emails, and correspondence professionally.
• Schedule meetings, appointments, and manage calendars for senior management.
• Prepare engagement letters, proposals, reports, and other business documents.
• Follow up with clients regarding documentation, approvals, and submissions.

HR & Employee Coordination

• Support onboarding and offboarding processes.
• Maintain employee records and leave management records.
• Assist in coordinating recruitment activities and candidate interviews.
• Ensure compliance with company policies and administrative procedures.

Government & Portal Coordination

• Coordinate with PROs, government departments, and service providers when required.
• Manage applications and submissions through UAE Mainland and Free Zone portals.
• Assist with trade license renewals, visa documentation, and company compliance requirements.
• Maintain records of regulatory deadlines and company renewals.

Administrative Reporting

• Prepare administrative reports and management summaries.
• Maintain accurate records of company assets and office inventory.
• Support management with special projects and operational initiatives.

Requirements & QualificationsEducation

• Bachelor's Degree in Business Administration, Management, Commerce, or a related field.

Experience

• Minimum 2–3 years of experience in Office Administration, Administration Support, or Executive Coordination roles.
• Prior experience in an Accounting, Auditing, Consultancy, Professional Services, or B2B organization is highly preferred.
• UAE work experience is strongly preferred.

Skills & Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills in English.
• Strong organizational and multitasking abilities.
• Ability to work effectively under pressure and meet deadlines.
• Excellent problem-solving and coordination skills.
• Strong attention to detail and professional presentation.

Knowledge Requirements

• Good understanding of UAE Labour Law and employment regulations.
• Familiarity with UAE Mainland and Free Zone portals and government systems.
• Knowledge of document management and administrative compliance procedures.
• Understanding of business setup, licensing, and corporate services processes is an advantage.

Candidate Profile

• Female candidate preferred.
• Professional, confident, and customer-service oriented.
• Resourceful, proactive, and capable of working independently.
• High level of integrity, confidentiality, and professionalism.
• Presentable and capable of representing the company professionally.

Preferred Criteria

• Currently residing in the UAE.
• Available for immediate joining or short notice period.
• H