About the job

Travel & Immigration Administration

• Maintain and regularly update the employee travel database in Excel, including passport copies, visa records, visa expiry dates, and other travel-related documents for employees and eligible family members.
• Coordinate and follow up on visa applications, visa renewals, passport renewals, and related documentation to ensure timely completion and compliance with applicable requirements.
• Maintain accurate records, trackers, and reminders for passport and visa expiry dates to facilitate timely renewals and avoid lapses.

Confidentiality & Records Management

• Maintain strict confidentiality when handling sensitive company information, employee records, passports, visas, property documents, contracts, and business-related information.
• Maintain accurate, organized, and confidential records, databases, trackers, contracts, certificates, licenses, and other administrative documentation.
• Monitor critical deadlines, renewal dates, expiry dates, and outstanding actions, and proactively follow up to ensure timely completion.

Corporate & Government Administration

• Coordinate trade license renewals and follow up with relevant government authorities, consultants, PROs, and service providers to ensure renewals are completed within required timelines.
• Assist with PRO-related activities, government submissions, legal documentation, and other corporate administrative requirements as required.
• Coordinate with external entities and service providers, including DU, Etisalat, Nakheel, DEWA, and other relevant organizations, for account management, service requests, documentation, payments, renewals, and issue resolution.

Property & Accommodation Management

• Manage company-owned and company-managed properties and maintain accurate and up-to-date property records.
• Manage Ejari registrations and renewals, including preparation of required documentation and coordination with relevant authorities, landlords, tenants, and service providers.
• Coordinate tenancy contracts, Ejari drafts, renewals, amendments, and other property-related documentation.
• Liaise with landlords, tenants, contractors, and service providers regarding tenancy agreements, Ejari registrations, property documentation, maintenance issues, renewals, and other tenancy requirements.
• Maintain organized records of tenancy contracts, Ejari documents, property agreements, property details, and renewal dates.
• Manage accommodation records, including room allocations, tenancy-related documentation, company-provided amenities, and related administrative requirements.

Assets, Vehicles & Office Resources

• Maintain accurate records of IT assets, office equipment, SIM cards, and other company resources.
• Assist with the administration and coordination of company vehicles, including record maintenance, registration and renewal follow-ups, insurance-related documentation, and transportation logistics.

Office Administration & Logistics

• Assist with daily office administration, facilities, supplies, vendors, reception, meetings, and events.
• Assist with office logistics, courier and mail management, visitor coordination, and domestic and international travel arrangements.
• Coordinate with the Human Resources department during employee onboarding by facilitating required documentation, office arrangements, access requirements, accommodation coordination, and related administrative support.

Stakeholder Coordination

• Develop and maintain effective working relationships with management, employees, government authorities, consultants, vendors, landlords, tenants, contractors, and external service providers.
• Perform any additional responsibilities, administrative duties, and assignments as delegated by management from time to time.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to multitask and prioritize effectively.
• Professional appearance with a strong customer service orientation.
• High level of integrity, discretion, and confidentiality.
• Strong problem-solving skills with excellent attention to detail.
• Ability to work independently as well as collaboratively in a fast-paced environment.
• Proficiency in Microsoft Office Suite.