Administrative Assistant

Role overview

This position is responsible for keeping office administration and operational support running smoothly in Dubai. The role blends standard front-office coordination with substantial support for finance, vendor handling, expense processing, and payroll-related administration. It also involves managing confidential information, liaising with internal stakeholders and external providers, and helping maintain an orderly, efficient workplace.

In addition to day-to-day administrative duties, the role supports sales- and client-related activities, handles calls and correspondence, helps organize internal and external events, and ensures the office remains well maintained and professional at all times.

Expense management and cost administration

• Receive, review, and process employee expense claims according to company policy.
• Check receipts, approvals, and other supporting documents to confirm each claim is complete and accurate.
• Keep expense records updated and assist with monthly expense reporting.
• Work with Finance to ensure reimbursements and related accounting entries are completed on time.
• Monitor invoice submissions, approvals, and payment progress, and follow up with internal teams and vendors when payments are pending.
• Maintain accurate records for invoices, payments, and bank transactions, ensuring transactions are completed promptly.
• Handle petty cash, record spending details, and send the Excel summary to the Internal Accounting Department.
• Prepare quarterly summaries of petty cash usage.

Vendor coordination and procurement

• Serve as the main contact for office vendors and service providers across supplies, IT, telecom, facilities, maintenance, cleaning, security, and pantry support.
• Request quotations, raise purchase requests, and monitor vendor agreements and renewals.
• Make sure vendors are properly set up, with all required documents and billing information in place.
• Track service performance and escalate issues when needed.
• Support inventory control and ensure stock is maintained.

General office administration

• Manage office supplies, stationery, and stock levels, while keeping the directory of internal and mobile extensions current.
• Coordinate office logistics such as access cards, seating plans, and basic facilities support.
• Assist with travel coordination, meeting arrangements, visitor handling, and visa applications for incoming and outgoing travel, including support for business trips and visitors from other offices.
• Help organize external meetings and ensure office meetings run smoothly.
• Welcome clients, offer refreshments, and direct them to the right contact.
• Oversee conference and meeting room usage and support the upkeep of those spaces.
• Plan and schedule meetings for management and staff with external prospects and clients, and prepare minutes when requested.
• Keep the office neat, organized, and aligned with health and safety standards.
• Forward incoming and outgoing mail, and prepare dispatch forms for outgoing correspondence.
• Answer phone calls, emails, and written correspondence in a professional manner.

Office coordination and internal support

• Provide general administrative support to managers and teams whenever needed.
• Coordinate administrative workflows with Finance, HR, and Operations.
• Support audits and internal reviews by gathering and sharing documents and records.
• Assist with special assignments and operational tasks as required.
• Help organize seminars and ensure they run smoothly.
• Make sure employees receive administrative assistance whenever required.
• Support special tasks such as data entry, mailings, and holiday office decoration.
• Prepare materials for internal and external events.
• Research relevant events, register participants, support prospect research, and help build databases for general coordination.

Document management and record keeping

• Maintain well-organized digital and paper filing systems.
• Support document preparation, scanning, and archiving.
• Follow internal rules for record retention and confidentiality.
• Receive, identify, copy, date, label, file, and distribute incoming correspondence, including courier items.
• Maintain and update internal databases while providing administrative assistance.
• Send, copy, date, and file faxes as requested.
• Keep files current and easy to access, including labels, scans, and records such as cards, bank statements, invoices, receipts, and other client-company documents not managed by account managers or other assistants.

Confidential payroll and HR administration support

• Prepare data needed for monthly payroll processing when instructed by management.
• Support payroll processing by coordinating with HR and Finance.
• Collect and verify payroll inputs such as attendance, leave, overtime, allowances, salary adjustments, and deductions.
• Coordinate payroll-related actions to help ensure salaries are paid on time and permit applications are submitted to the authorities when needed.
• Keep salary and benefits information updated in the HR system and protect employee payroll records with strict confidentiality.
• Maintain the office calendar, record employee absences, and escalate HR policy violations to Group Human Resources when necessary.
• Assist Group Human Resources with local administrative matters related to hiring, absences, audits, or exits.
• Provide administrative support to the Group CEO under the supervision of the Group Head of Human Resources while maintaining strict confidentiality.

Time recording and delivery expectations

• Accurately record time and value for project-related and business-line activities when required.
• Monitor personal productivity and compare results against expected deliverables.
• Follow a disciplined process for submitting timesheets and tracking output.
• Meet daily and weekly targets on time, maintain quality standards, and avoid errors that could affect business operations.

Additional duties

• When required by management, take on roles such as director, trustee, nominee, manager, partner, secretary, authorized signatory, or similar positions in internal or client entities of the Amicorp Group.
• Perform any other tasks assigned by management or Group Human Resources from time to time.

Qualifications and experience

The ideal candidate should be a graduate or hold an equivalent qualification, with at least 10 years of relevant experience. Prior exposure to payroll and accounting work is required. The role calls for a self-starter with strong initiative, accountability, and energy, along with a positive, proactive, focused, and results-oriented approach.

Strong knowledge of filing systems, excellent organization, and the ability to work accurately under pressure are essential. The role also demands excellent interpersonal, client-facing, and communication abilities, both spoken and written, with the skill to adapt messaging to different audiences and work effectively with people at various levels.

Fluent English is required; additional languages are preferred. Candidates should also have strong analytical and problem-solving skills, sound judgment, excellent time management, and a hands-on, independent working style. The ability to thrive in a small local team while contributing to a larger matrix organization is important, as is a genuine drive to perform well in the role.

Application note

The employer requests interested candidates to submit their details for review. Contact information provided in the source has been omitted.