Office Assistant / Mail Room

Role Overview

Pantry and Office Supplies

• Maintain pantry and refreshment areas in a clean, organized, and hygienic condition.
• Monitor beverages, snacks, pantry items, stationery, and office consumables.
• Assist with ordering and replenishment based on usage and requirements.
• Receive, check, and store deliveries and coordinate with suppliers on shortages or quality concerns.
• Maintain inventory records and identify opportunities to reduce wastage and stock-outs.

Meeting Room and Event Support

• Keep meeting rooms clean, organized, and ready for use.
• Check stationery, whiteboards, remote controls, adapters, and other meeting requirements.
• Support meeting room setup and reset for meetings, training sessions, and internal events.
• Arrange refreshments and materials and provide basic AV support while coordinating technical issues with IT.
• Respond to ad hoc meeting room and workplace support requests.

Mail and Courier Management

• Receive, sort, record, and distribute incoming mail, packages, and courier deliveries.
• Arrange outgoing courier and postal shipments with appropriate documentation.
• Maintain records of incoming and outgoing mail and packages.
• Coordinate with courier and postal providers to resolve delivery issues.
• Handle sensitive or confidential correspondence professionally.

Parking and Access Control

• Maintain records of parking spaces, permits, access cards, keys, and fobs.
• Allocate parking spaces and process employee, temporary, and visitor parking requests.
• Coordinate with building management or parking providers and report repeated parking violations.
• Manage the issuance, return, replacement, and deactivation of keys and access cards.
• Record and escalate lost or stolen keys and access cards.

General Facilities Support

• Conduct office walkthroughs to check cleanliness, safety, and workplace readiness.
• Report and follow up on maintenance, cleaning, repair, and facility-related issues.
• Coordinate with vendors, contractors, and building management.
• Support onboarding, office moves, seating changes, and minor workspace reconfigurations.
• Maintain logs, checklists, inventory records, and facilities documentation.

Requirements and Qualifications

• Previous experience in office administration, office assistance, mail room, facilities support, workplace services, or a similar role.
• Experience in a corporate office, commercial building, or co-working environment is preferred.
• Good organizational, time-management, communication, and interpersonal skills.
• Ability to coordinate with employees, vendors, couriers, suppliers, and building management.
• Basic knowledge of office equipment, meeting room facilities, and AV equipment.
• Ability to maintain records, checklists, inventories, and administrative documentation.
• Ability to work independently, take initiative, and handle confidential information with discretion.
• Professional appearance and a customer-service-oriented attitude.

Compensation

• Pay is AED 8,000 to AED 10,000 per month.

Workplace

• Work location is in person in Dubai, UAE.