Virtual Administrative Assistant jobs in United Arab Emirates

Headquartered in Dubai, UAE, The First Group is a dynamic, integrated global property developer with a fast-growing portfolio of upscale hotels, residential properties, F&B brands and real estate asset management services. Since our launch in 2005, we have carved a highly successful niche offering unrivalled property investment opportunities in high-growth markets to clients from more than 70 countries worldwide.

We were among the first developers to identify the tremendous potential in providing private investors the opportunity to purchase hotel guestrooms, suites and serviced apartments in our collection of upscale properties located in highly popular locations across Dubai. We back up our success with a list of International Property awards along with strategic partnerships with companies such as Wyndham Hotel group, Millennium Hotels, Emirates Airlines and Jumeirah Hotels and Resorts.

To successful candidates, we offer a diverse progressive corporate working environment with clear growth potential along with award winning sales & marketing tools, a state of the art showroom featuring Dubai’s only virtual helicopter tour and endorsements from a number of international sporting celebrities.

Job summary :

We are looking for a reliable and proactive Office Administrator to join our team. The ideal candidate will be responsible for providing administrative support, ensuring the smooth running of the office, and maintaining a positive and productive work environment.

Daily Responsibilities of the Office Administrator include but are not limited to the following:

• Active member of the Fire Marshall team.
• Active member of the First Aider team.
• Assists in office refurbishments, office relocations and seating re-arrangements.
• Prepare Purchase Requests, Purchase Orders and Payment Vouchers for office-related suppliers.
• Maintaining all office-related folders, trackers & inventories.
• Assist in handling office maintenance issues (AC related issues, equipment for repair…).
• Responsible for ordering, distributing, and arranging the office stationery.
• Responsible for ordering food for the clients, daily water supply, weekly pantry supplies & cleaning materials and supplies.
• Track and schedule AMCs of office-related suppliers (Pest Control, AC, Water filter, Air freshener…).
• Source suppliers for office requirements (table, chairs, equipment…).
• Monitor the maintenance of the AED machines (battery, adult & pediatric pads).
• Assist in replenishing First Aid kit supplies.
• Prepare building work permits for contractors and suppliers.
• Assist with incident report documentation.
• Handle migration and retrieval of files from outsourced storage, ensuring tracker accuracy.
• Arrange uniforms and name badge for the Drivers, Handyman, Office Help, Pantry Assistant & Doormen.
• Assists for parking access for the Visitors and Drive In clients by calling the Building Management / Security.
• Reporting concerns / issues related to the common areas such as toilets, corridor, staircase & parking.

Qualifications :

• Bachelor's degree in business administration or a related field.
• Proven experience as an office administrator, office assistant, or similar role.
• Knowledge of office management systems and procedures.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize tasks effectively.
• Proactive and independent.
• Proficiency in Microsoft Office Suite and other office software.