Administration Executive

We are seeking a professional and highly organized Administration Executive with proven experience in travel coordination, visa processing, and UAE residency regulations. The ideal candidate will be the first point of contact for visitors and clients, while also managing travel arrangements, overseeing visa applications, and ensuring compliance with local immigration laws. This role combines front-desk responsibilities with administrative support related to government documentation and employee mobility.

KEY RESPONSIBILITIES

Front Office Management:

• Greet and assist visitors in a professional and courteous manner.
• Manage incoming calls, emails, and direct inquiries to the appropriate departments.
• Maintain the reception area, ensuring cleanliness and a welcoming atmosphere.
• Manage meeting room bookings and visitor logs.

Travel & VISA Coordination:

• Arrange domestic and international travel for employees and management, including flights, accommodations, and transportation.
• Handle complete visa processes (visit, employment, cancellation, renewals) for employees, clients, and visitors.
• Liaise with travel agencies, airlines, embassies, and UAE government authorities (GDRFA, MOHRE, ICA, etc.) for travel and visa-related tasks.

Residency & Immigration Compliance:

• Ensure timely application and renewal of UAE residency permits, Emirates IDs, labour contracts, and medical tests.
• Track expiration dates of visas, passports, and other legal documents and ensure timely renewals.
• Maintain accurate records and files related to immigration and residency documentation.

Administrative Support:

• Assist HR and administration with onboarding/offboarding processes, especially visa and residency-related formalities.
• Support general office operations including courier handling, mail distribution, stationery procurement, etc.
• Prepare reports and documentation for management as required.

EXPERIENCE, SKILLS & COMPETENCIES

• Bachelor's degree or diploma in administration, travel & tourism, business, or a related field.
• Minimum 3-4 years in a similar front office or administrative role with exposure to UAE visa processing and residency rules.
• Strong knowledge of UAE immigration, labour laws, and visa procedures.
• Excellent communication (English required; Arabic is an advantage).
• Proficient in MS Office (Word, Excel, Outlook).
• Exceptional organizational and time-management skills.
• Professional appearance and customer-service oriented mindset.
• Experience using online portals such as GDRFA, MOHRE, ICA, and TASHEEL.
• Ability to handle sensitive and confidential information with discretion.
• Ability to multitask and work effectively under pressure in a fast-paced environment.