Operations & Admin assistant

We’re currently looking for a Operations & Admin assistant to join our marketing team. This is full-time office-based role with working schedule: Monday-Saturday, 9:00 AM – 6:00 PM. Office located in Dubai Hills or Al Barsha (Art of Living Mall).

Responsibilities

Administration

• Ordering, activating, and tracking SIM cards for employees
• Receiving, sending, and tracking correspondence and courier deliveries
• Preparing, coordinating, filing, and monitoring contract deadlines
• Handling management requests, including personal errands

Reporting and Record-Keeping

• Maintaining and updating internal reports
• Organizing and maintaining reporting documentation
• Tracking company assets, including IT equipment, devices, and supplies, as well as their distribution and return

HR Support

• Tracking employee leave and maintaining leave records
• Tracking employee birthdays and organizing birthday greetings
• Providing basic HR support, including assistance with documentation, onboarding new employees (in the future), and answering routine team questions

Vendor Management

• Sourcing and coordinating local vendors, including printing companies, couriers, and suppliers
• Requesting quotations, placing orders, and monitoring deadlines and quality

Communications

• Managing and moderating work-related chats
• Maintaining timely communication with employees and vendors via messaging apps

Requirements

• Location: Based in Dubai and comfortable working on-site 6/1. Experience working in the UAE preferred.
• Work experience: 1-2 years of experience in administrative support, office management, operations coordination, or a similar role.
• Fluent Russian is a big plus.
• English proficiency: Sufficient for day-to-day business correspondence and communication with local suppliers and vendors in Dubai.
• Strong organizational skills and attention to detail: Ability to organize information, maintain document and asset records, track deadlines, and follow up on tasks.
• Effective communication skills: Ability to communicate professionally with management, team members, and external vendors, both online and in person.
• Ownership and accountability: Ability to handle day-to-day administrative matters independently, respond promptly to requests, and ensure tasks are completed on time.
• Multitasking and prioritization: Ability to manage multiple tasks simultaneously and prioritize them according to urgency and importance.
• Confident use of MS Office or Google Workspace: Experience working with spreadsheets, documents, internal reports, and databases.
• Strong interpersonal and coordination skills: Ability to build effective working relationships with vendors, request quotations, and coordinate orders and deliveries.
• Flexibility: Willingness to handle a variety of administrative requests, including organizational and personal tasks assigned by management.

Benefits

• Fixed salary
• Visa sponsorship
• Medical insurance
• Annual paid leave
• Modern office
• Dynamic, fast-growing, and collaborative team
• Professional growth and career development opportunities