Operations & Administrative Executive

The Operations & Admin Executive is a cross-function role and will report into the Head of Business Operations. To ensure smooth, compliant, and efficient functioning of the UAE offices through oversight of office facilities, vendor management, visa coordination, procurement portal monitoring, and administrative/operational systems. This role also supports the Head of Business Operations by managing internal trackers, procurement systems, and documentation processes—while maintaining a high level of professionalism and confidentiality. 

Office & Facilities  

• Support the day-to-day running of the Dubai offices 

• Front office management, meeting room bookings, office maintenance, cleanliness, equipment upkeep, and supplies are proactively managed 

• Coordinate workspace setup, desk moves, pantry restocking, and repair requests with relevant vendors 

Administrative & Documentation Support 

• Maintain organized records of company documentation—licenses, contracts, permits, insurance, and legal documents 

• Support business license renewals, tenancy renewals, and insurance compliance. 

• Act as liaison with UAE authorities and Free Zone entities for company regulatory submissions 

Visa Coordination & Staff Onboarding Logistics 

• Manage visa processes for new hires, renewals, and cancellations (employment and dependents) 

• Track Emirates ID, medicals, labour contracts, and ensure timely submissions via government portals 

• Support onboarding setup: workspace, equipment, access cards, ID badges, and induction packs 

• Ensure offboarding checklists are completed, including asset returns and visa closures. 

Vendor & Telecom Coordination 

• Manage vendor relationships related to courier, catering, Etisalat/DU, and supplies 

• Assist with vendor contract reviews, renewals, and expense tracking 

• Coordinate monthly telecom billing reconciliations with Finance 

Budget & Expense Support 

• Track office-related expenses and support monthly reporting cycles with the Finance team 

• Efficient use of company ERP (Workday) for basic accounts related tasks like PO raising and invoicing 

Internal Tracker & Report Maintenance 

• Own and maintain all internal operational trackers and databases under the guidance of the Head of Business Operations 

• Update commercial, compliance, and capacity-related Excel sheets daily, ensuring real-time accuracy 

• Prepare basic reports and summaries for leadership based on input data and tracker insights using advanced MS excel skills 

Procurement Portal Monitoring & Compliance 

Procurement portals are platforms used by our registered clients to issue and manage: 

• EOIs (Expressions of Interest), RFQs (Requests for Quotation) and RFPs (Requests for Proposal): Formal invitations to submit technical and financial proposals. 

They serve as the primary channel for receiving and responding to client procurement opportunities. 

Your responsibility: 

• Log into assigned procurement portals daily (e.g., SAP Ariba, DCT, ADNOC, Diriyah Gate, RC AlUla) to monitor and action RFQs, RFPs, EOIs, and sponsor-related communication 

• Download new notices, flag key items, and circulate documents internally to relevant stakeholders proactively 

• Maintain updated login credentials, update password logs using naming conventions, and upload documentation promptly 

• Track registration deadlines and changes related to the company name, documents, and compliance updates 

Qualification & Experience 

• Bachelor’s degree in business administration or related field. 

• 3-5 years of experience in front office management, operations support, or similar technical administrative roles in the UAE. 

• Proven experience managing UAE visa and licensing processes. 

• Experience using procurement or government portals (SAP Ariba, DCT, MOHRE, GDRFA). 

Technical Skills 

• Advanced Microsoft Excel: Able to manage large trackers, use formulas, filters, pivot tables, and generate summaries. 

• Strong file and folder management in Box/SharePoint/Google Drive. 

• Basic familiarity with procurement platforms and online submission portals. 

Soft Skills 

• Proactive, detail-oriented, and highly organized. 

• Strong communication skills (written and verbal). 

• Ability to multitask across systems, timelines, and stakeholders. 

• Discretion and professionalism when handling sensitive documentation.