Office Administrator

Trelleborg Sealing Solutions

Dubai, UAE

Full Time

Mid

Hybrid

Yesterday

Office ManagementTravel ManagementVisa & Immigration AdministrationInsurance CoordinationVendor ManagementFacilities Management

Free

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Key skills for this role

Office ManagementTravel ManagementVisa & Immigration Administration

As the Office Administrator you will be responsible for ensuring the efficient, professional and compliant operation of the Dubai office while providing high quality administrative and coordination support to the IMEA organization.
The role is the primary local point of contact for office operations, workplace coordination, travel administration, visa and immigration administration, insurance coordination, vendor management, facilities support and business administration.

Manage daily office operations and general administration activities.
Maintain office equipment, supplies, records and vendor relationships.
Coordinate office maintenance, repairs, upgrades, courier services and logistics.
Manage office service providers, contracts and local administrative requirements.
Support IT related office administration and local coordination requirements.
Ensure a safe, professional, well organised and visitor ready working environment.
Act as the first point of contact for general employee office support and office communication.
Coordinate domestic and international travel arrangements for employees, managers, visitors and business partners.
Book flights, accommodation, transportation and supporting travel services in line with company requirements.
Prepare travel itineraries and travel related documentation.
Manage corporate travel and hotel agreements, where applicable.
Support visiting employees, customers and partners with local travel and accommodation coordination.

Coordinate UAE employment visa applications, renewals, cancellations and related documentation.
Manage residency permit, Emirates ID, medical fitness and work permit administration.
Liaise with government authorities, immigration agencies and PRO service providers.
Track visa expiry dates, renewal requirements and employee immigration records.
Maintain immigration files and compliance documentation in a timely and accurate manner.
Support employees with immigration related letters, transfers, relocation activities and family sponsorship guidance where applicable.

Manage employee medical insurance coordination, enrolments, removals and renewals.
Liaise with insurance providers and brokers to resolve employee and administration queries.
Maintain insurance records, eligibility information and supporting documentation.
Serve as the local insurance coordinator for the Dubai operation.
Support administration of local employee benefits, allowances and related documentation as required.

Coordinate office facilities, workplace services, access cards, parking and visitor management.
Support lease administration, JAFZA office requirements and trade licence related coordination where required.
Manage workspace allocation, meeting room standards and local office presentation.
Oversee office health, safety and workplace administration activities.
Coordinate workplace improvements, office projects and business continuity related office arrangements.

Process, monitor, and follow up on office related expenses, purchase requests, and supplier administration.
Support invoice administration, vendor payments and local purchasing coordination.
Assist with budget tracking, documentation, records management and administrative reporting.
Coordinate laptop, mobile phone, office equipment and other local business administration requests.
Support approvals and administration activities in line with internal delegation of authority requirements.

Coordinate internal meetings, leadership events, workshops and regional meetings.
Organise logistics for customer visits, management meetings and business reviews.
Support employee engagement initiatives, team building activities and office events.
Support local communication activities, wellbeing initiatives and employee recognition activities.
Maintain a professional visitor and customer experience for the Dubai office.

Provide administrative coordination support to the Regional Director and the IMEA leadership team.
Coordinate calendars, meetings and travel requirements when required.
Prepare meeting materials, presentations and supporting documentation.
Follow up on key administrative actions, submissions and deliverables.
Consolidate routine administrative inputs and reports for leadership meetings when requested.

Act as local custodian for professional office presentation and Trelleborg brand consistency in the Dubai office.
Coordinate office signage, branded materials, visitor hospitality and meeting room presentation standards.
Support local announcements, office communications, onboarding materials and leadership visits.
Ensure the Dubai office environment reflects company values, professionalism and a consistent stakeholder experience.

Bachelor’s degree in Business Administration, Office Management, Human Resources, Hospitality or equivalent experience.
Additional qualifications in Office Management, Administration, HR coordination or Hospitality are advantageous.
Minimum 5 years’ experience in office management, administration, HR administration, executive support or a comparable coordination role.
Experience working within the UAE business environment and with UAE/JAFZA administration requirements.
Experience coordinating visa, immigration, travel, insurance and vendor administration processes.
Experience supporting external service providers, government authorities, PRO services and internal stakeholders.
Experience in an international and multicultural organization is preferred.