Operations & Admin assistant (United Arab Emirates) Dubai

Requirements

Candidates should have 1-2 years of experience in administrative or operations roles and possess strong organizational and communication skills. Proficiency in MS Office or Google Workspace is required, and fluency in Russian is considered a significant advantage.

Job Summary

We’re currently looking for a Operations & Admin assistant to join our marketing team. This is full-time office-based role with working schedule: Monday-Saturday, 9:00 AM – 6:00 PM. Office located in Dubai Hills or Al Barsha (Art of Living Mall).
Responsibilities
Administration
– Ordering, activating, and tracking SIM cards for employees
– Receiving, sending, and tracking correspondence and courier deliveries
– Preparing, coordinating, filing, and monitoring contract deadlines
– Handling management requests, including personal errands
Reporting and Record-Keeping
– Maintaining and updating internal reports
– Organizing and maintaining reporting documentation
– Tracking company assets, including IT equipment, devices, and supplies, as well as their distribution and return
HR Support
– Tracking employee leave and maintaining leave records
– Tracking employee birthdays and organizing birthday greetings
– Providing basic HR support, including assistance with documentation, onboarding new employees (in the future), and answering routine team questions
Vendor Management
– Sourcing and coordinating local vendors, including printing companies, couriers, and suppliers
– Requesting quotations, placing orders, and monitoring deadlines and quality
Communications
– Managing and moderating work-related chats
– Maintaining timely communication with employees and vendors via messaging apps
Location: Based in Dubai and comfortable working on-site 6/1. Experience working in the UAE preferred.
Work experience: 1-2 years of experience in administrative support, office management, operations coordination, or a similar role.
Fluent Russian is a big plus.
English proficiency: Sufficient for day-to-day business correspondence and communication with local suppliers and vendors in Dubai.
Strong organizational skills and attention to detail: Ability to organize information, maintain document and asset records, track deadlines, and follow up on tasks.
Effective communication skills: Ability to communicate professionally with management, team members, and external vendors, both online and in person.
Ownership and accountability: Ability to handle day-to-day administrative matters independently, respond promptly to requests, and ensure tasks are completed on time.
Multitasking and prioritization: Ability to manage multiple tasks simultaneously and prioritize them according to urgency and importance.
Confident use of MS Office or Google Workspace: Experience working with spreadsheets, documents, internal reports, and databases.
Strong interpersonal and coordination skills: Ability to build effective working relationships with vendors, request quotations, and coordinate orders and deliveries.
Flexibility: Willingness to handle a variety of administrative requests, including organizational and personal tasks assigned by management.
Fixed salary;
Visa sponsorship;
Medical insurance;
Annual paid leave;
Modern office;
Dynamic, fast-growing, and collaborative team;
Professional growth and career development opportunities.

Responsibilities

The role involves managing daily administrative tasks, including vendor coordination, asset tracking, and document filing. Additionally, the assistant will provide HR support and maintain internal reports to ensure smooth office operations.

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