Administration Executive

Overview

We are looking for a skilled and methodical Administration Executive who has solid experience in travel coordination, visa processing, and understanding UAE residency laws. This role involves being the initial point of contact for visitors and clients, coordinating travel logistics, managing visa procedures, and ensuring adherence to immigration regulations in the UAE. The position blends front office responsibilities with administrative duties related to government paperwork and employee mobility.

Primary Duties

• Welcome and assist visitors courteously and professionally.
• Handle incoming calls and emails, directing them appropriately within the organization.
• Maintain a neat and inviting reception area.
• Organize meeting room schedules and maintain visitor records.
• Coordinate both local and international travel arrangements including flights, accommodation, and transport for staff and management.
• Manage the complete visa process (including visit, employment, cancellation, and renewal) for employees, clients, and visitors.
• Communicate and liaise with travel agents, airlines, embassies, and UAE government bodies such as GDRFA, MOHRE, and ICA regarding travel and visa procedures.
• Ensure timely submission and renewal of UAE residency permits, Emirates IDs, labour contracts, and medical examinations.
• Monitor visa, passport, and other legal document expiry dates to guarantee prompt renewals.
• Maintain precise documentation and records pertaining to immigration and residency.
• Support HR and administrative teams with onboarding and offboarding workflows related to visas and residency.
• Assist with general office duties including mail and courier management, and procurement of stationery.
• Prepare necessary reports and administrative paperwork for management.

Qualifications and Skills

• Bachelor's degree or diploma in administration, travel & tourism, business, or related discipline.
• At least 3-4 years background in a similar front office or administrative capacity with knowledge of UAE visa and residency processes.
• Comprehensive understanding of UAE immigration, labour laws, and visa requirements.
• Fluency in English is mandatory; Arabic is advantageous.
• Competent in MS Office suite (Word, Excel, Outlook).
• Excellent organizational and time-management abilities.
• Professional demeanor and customer service focus.
• Experience using digital portals like GDRFA, MOHRE, ICA, and TASHEEL.
• Capacity to manage confidential information sensitively and discreetly.
• Able to multitask and remain effective under pressure in a dynamic environment.