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
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Welcome visitors, customers, employees and vendors and direct them to the appropriate person.
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Attend and redirect incoming calls and general enquiries.
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Maintain visitor records and coordinate visitor access.
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Receive, record and distribute incoming couriers, deliveries and correspondence.
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Arrange outgoing couriers and maintain the necessary records.
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Keep the reception, meeting rooms and common office areas presentable and organized.
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Coordinate meeting-room bookings and prepare rooms before meetings.
2. General Office Support
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Serve refreshments to visitors and employees during meetings when required.
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Assist with the setup and clearing of meeting rooms before and after meetings.
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Support the distribution of documents, stationery and office supplies.
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Carry out local office errands, including document collection, deliveries, bank submissions and visits to government service centres, as instructed.
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Assist with photocopying, scanning, printing, binding, filing and archiving documents.
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Help arrange workstations and basic joining materials for new employees.
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Support office events, employee gatherings and internal meetings.
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Provide general operational assistance across the office based on business requirements.
3. Facilities and Office Administration
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Coordinate the day-to-day upkeep and general functioning of the office.
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Monitor pantry supplies, stationery, drinking water and other office consumables.
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Arrange replenishment of supplies after receiving the necessary approval.
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Coordinate with cleaning, maintenance and other office-service providers.
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Report maintenance issues and follow up with vendors or building management until closure.
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Maintain records of office equipment, keys, access cards and administrative assets.
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Assist in obtaining quotations and preparing purchase or service requests.
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Support the coordination of office repairs, furniture movement and workstation arrangements.
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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
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Collect and organize documents required for employment visas, renewals, cancellations and status changes.
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Liaise with the PRO, typing centres, medical centres and other relevant service providers.
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Help Schedule medical examinations, biometric appointments and other visa-related activities.
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Assist with submitting and collecting documents from the relevant service providers or government centres.
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Update visa and immigration trackers and follow up on pending applications.
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Escalate missing documents, processing delays and upcoming expiries to the responsible HR representative.
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Maintain the confidentiality and security of employee documents.
5. Finance Documentation Support
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Collect, scan, organize and file invoices, receipts, delivery notes and other supporting documents.
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Submit or collect documents from banks, auditors, customers, vendors or government offices, as instructed.
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Coordinate the internal circulation of documents requiring review, signature or company stamping.
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Follow up internally for missing invoices, receipts, approvals and supporting documents.
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Support basic data entry and the updating of administrative or Finance trackers.
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Maintain physical and electronic records in an organized and retrievable manner.
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Assist the Finance team with document preparation during audits.
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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
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Higher secondary education, diploma or bachelor’s degree.
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1 to 2 years of experience in front desk, office assistance, administration, facilities support or a similar position is preferred.
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Previous UAE experience and familiarity with basic visa processes would be an advantage.
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Fresh graduates with the right attitude, communication skills and willingness to perform a hands-on role may also be considered.
Skills and Competencies
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Good communication skills in English and Arabic.
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Basic working knowledge of Microsoft Word, Excel, Outlook and office equipment.
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Strong organization, documentation and follow-up skills.
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Professional, courteous and service-oriented approach.
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Willingness to undertake both administrative and general office-support responsibilities.
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Ability to manage multiple tasks and respond to changing office requirements.
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Dependability, punctuality and attention to detail.
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Ability to handle confidential employee and Finance documents responsibly.
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A valid UAE driving licence would be an advantage but is not mandatory.