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