Female Office Assistant

Below is a professional Job Description for an Office Assistant (Female – Spouse Visa Holder). Note that mentioning a spouse visa should only be included if it is a genuine operational requirement and is permitted under applicable UAE employment laws and company policies.

Job Title

Office Assistant (Female – Spouse Visa Holder Preferred)

Department

Administration

Reports To

Administration Manager / Operations Manager

Job Summary

The Office Assistant is responsible for providing administrative and clerical support to ensure the efficient operation of the office. The role includes handling office documentation, maintaining records, coordinating with staff and clients, assisting with HR and accounts, and performing general administrative duties.

Key ResponsibilitiesAdministrative Duties

• Answer phone calls, emails, and other correspondence professionally.
• Welcome and assist visitors and clients.
• Maintain filing systems (both physical and electronic).
• Prepare letters, reports, quotations, and other office documents.
• Manage incoming and outgoing mail, courier services, and document deliveries.
• Maintain office records and ensure confidentiality of company information.

Office Coordination

• Monitor and replenish office stationery and pantry supplies.
• Coordinate office maintenance and housekeeping requirements.
• Schedule meetings and maintain appointment calendars.
• Arrange travel bookings and accommodation when required.
• Support the Operations team with daily administrative tasks.

HR & Accounts Support

• Assist in maintaining employee records and attendance.
• Support document preparation for visa, labour, and company administration.
• Assist with invoice preparation, purchase orders, and expense records.
• Coordinate with suppliers and service providers.
• Support payroll documentation and filing as required.

Customer Service

• Respond to customer inquiries and direct them to the appropriate department.
• Follow up on quotations, service requests, and documentation.
• Maintain professional communication with customers and vendors.

Compliance

• Maintain confidentiality of company documents and employee information.
• Follow company policies and procedures.
• Perform other duties assigned by management.

Qualifications

• High school diploma or Bachelor's degree in Business Administration or a related field.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Knowledge of office administration procedures.

Experience

• 1–3 years of experience in an administrative or office assistant role.
• Experience in an HVAC, technical services, or construction company is an advantage.
• Familiarity with UAE office procedures is preferred.

Skills

• Good communication skills in English (Hindi or Arabic is an advantage).
• Strong organizational and time management skills.
• Ability to multitask and work under pressure.
• Good interpersonal and customer service skills.
• Attention to detail and accuracy.
• Basic knowledge of accounting documentation is an advantage.

Visa Requirement

• Preference may be given to candidates holding a valid UAE spouse visa with a No Objection Certificate (NOC), where legally applicable.

Working Hours

• As per UAE Labour Law and company policy.

Key Performance Indicators (KPIs)

• Accuracy of documentation.
• Timely completion of administrative tasks.
• Effective record management.
• Professional customer service.
• Attendance and punctuality.
• Compliance with company procedures.
• Teamwork and cooperation.

This description is suitable for recruitment in UAE technical services companies, including HVAC maintenance and contracting businesses.

Pay: AED1,500.00 - AED2,000.00 per month

Work Location: In person