Job Title – Assistant Office Manager

Location: Dubai, UAE

About the Role

We are seeking an organized, proactive, and detail-oriented Assistant Office Manager to support the day-to-day administrative and operational activities of the office. The role will involve coordinating office functions, maintaining documentation, supporting management, handling internal and external communications, and ensuring smooth administrative operations.

The ideal candidate should have strong organizational and multitasking abilities, excellent communication skills, and the capability to coordinate effectively with different departments, suppliers, customers, and other stakeholders. Experience in trading, automotive spare parts, or distribution environments will be an advantage.

Key Responsibilities

Office Administration & Operations

• Assist in managing daily office operations and ensure smooth administrative functioning.
• Coordinate office activities, schedules, meetings, appointments, and internal requirements.
• Maintain office supplies, stationery, equipment, and other administrative resources.
• Monitor office maintenance requirements and coordinate with service providers for timely resolution.
• Ensure proper filing, documentation, and organization of office records.
• Support the implementation of office procedures and administrative policies.
• Maintain a professional and organized office environment.

Management & Administrative Support

• Provide administrative assistance to senior management and other team members.
• Prepare correspondence, reports, presentations, meeting agendas, and other business documents.
• Coordinate meetings, prepare minutes, and follow up on assigned action items.
• Manage calendars, appointments, travel arrangements, and other administrative requirements.
• Handle confidential documents and business information with discretion.
• Follow up with relevant departments to ensure timely completion of management requests.

Coordination with Internal Departments

• Coordinate with sales, accounts, procurement, warehouse, logistics, and other departments to support daily business activities.
• Facilitate communication between different teams and ensure the timely exchange of information.
• Follow up on pending documents, approvals, invoices, and operational requests.
• Assist in coordinating customer and supplier communications when required.
• Support interdepartmental activities to ensure efficient workflow and operational continuity.

Documentation & Record Management

• Maintain accurate physical and digital records of business correspondence, contracts, invoices, and other office documents.
• Assist in preparing and maintaining administrative reports, registers, and trackers.
• Ensure documents are properly organized, updated, and accessible to authorized personnel.
• Support the preparation and submission of documents required for business and administrative purposes.
• Monitor document expiry dates, renewals, and other important administrative deadlines.

Vendor & Facility Coordination

• Coordinate with office vendors, suppliers, maintenance contractors, and service providers.
• Obtain quotations and assist with purchase requests for office-related requirements.
• Monitor office expenses and maintain records of administrative purchases.
• Follow up on service requests, deliveries, and pending vendor commitments.
• Ensure office facilities and equipment are maintained in proper working condition.

General Administrative & Operational Support

• Assist with employee onboarding documentation and other HR-related administrative activities.
• Support travel bookings, hotel reservations, and business visit arrangements.
• Handle incoming calls, emails, visitors, and general office enquiries professionally.
• Assist with organizing company events, meetings, and internal activities.
• Perform additional administrative and coordination tasks as assigned by management.

Qualifications & Experience

• Bachelor's degree or diploma in Business Administration, Office Management, or a related field.
• 2–4 years of experience in office administration, executive assistance, or office coordination.
• Previous experience in a trading, distribution, automotive, or spare parts business will be an advantage.
• Good understanding of general office administration, documentation, vendor coordination, and administrative procedures.
• Proficiency in MS Office, particularly Excel, Word, Outlook, and PowerPoint.
• Excellent written and verbal communication skills in English.
• Knowledge of Arabic will be an advantage.
• Familiarity with ERP systems and business administration software will be preferred.
• Ability to handle confidential information and manage multiple responsibilities effectively.

Key Skills & Competencies

• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and accuracy in documentation.
• Effective multitasking and prioritization capabilities.
• Strong coordination and follow-up skills.
• Problem-solving abilities and a proactive approach.
• Professional attitude and ability to work with different teams.
• High level of integrity, confidentiality, and accountability.

What We Offer

• Opportunity to work in a dynamic trading and distribution environment.
• Exposure to office operations and cross-functional business activities.
• A collaborative and professional working environment.
• Opportunities for professional development and career growth.

Apply now!