The Admin Officer keeps the Dubai head office and its fleet running smoothly. The role covers office administration, logistics coordination for sites, management of company drivers and vehicles, and all RTA and related government transactions. It ensures staff, materials, and vehicles are where they need to be, on time, and fully compliant with UAE regulations.
Key Responsibilities
Office Administration
Manage day-to-day head office operations: supplies, stationery, pantry, cleaning and maintenance.
Coordinate with landlords, facility management and service providers (internet, telephone, utilities, pest control).
Maintain office asset register, company documents and filing systems (physical and digital).
Negotiate with vendors, raise purchase requests, obtain quotations, and follow up on admin-related invoices and payments.
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Track renewals of Vehicles insurance policies and office permits.
Support HR/Procurement with staff assets, accommodation, onboarding arrangements, ID cards and PPE issuance records.
Logistics Coordination
Plan and schedule daily transport for staff, labour and materials between HQ, warehouse and project sites.
Coordinate material deliveries and collections with suppliers, stores and site teams.
Arrange labour transport and ensure buses run on time and within approved routes.
Maintain logistics logs, delivery notes and trip records.
Handle courier, document dispatch and visitor transport arrangements.
Driver & Fleet Management
Supervise company drivers: daily allocation, duty rosters, attendance and conduct.
Monitor vehicle usage, fuel consumption (fuel cards), mileage and trip logs.
Schedule preventive maintenance, servicing, repairs and tyre changes; liaise with workshops.
Manage vehicle insurance, accident reporting, police reports and insurance claims.
Track and settle traffic fines and Salik charges; recover fines from responsible drivers per company policy.
Ensure drivers hold valid licences and follow road safety and company vehicle policies.
RTA & Government Transactions
Handle all RTA transactions: vehicle registration and renewal (Mulkiya), passing/testing, ownership transfers and number plates.
Process driver licence applications, renewals and permits through RTA and approved driving institutes.
Obtain RTA permits for heavy vehicles, labour buses, road/route permits and site access where required.
Coordinate with Dubai Police, Tasjeel/Shamil centres and insurance companies for vehicle-related matters.
Support PRO with other government transactions (DM, DEWA, Trakhees) as needed.
Keep a renewal tracker for all vehicles, licences and permits and act before expiry.
Reporting & Other Duties
Prepare monthly reports on fleet costs, fines, fuel, maintenance and admin expenses in coordination with Procurement and Finance team.
Maintain HSE compliance for vehicles and office premises.
Carry out any other reasonable duties assigned by management.
Desired Candidate Profile
Essential
Bachelor's degree or diploma in Business Administration, Logistics or a related field.
3–5 years of experience in administration, logistics or fleet coordination in the UAE.
Hands-on experience with RTA transactions and Dubai government portals.
Valid UAE driving licence (light vehicle).
Good command of English, spoken and written; Hindi/Urdu is an advantage for driver coordination.
Preferred
Experience in a construction, contracting or facilities company.
Familiarity with fleet tracking/GPS systems and fuel card management.
Knowledge of UAE traffic laws, Salik and fine settlement processes.
Skills
Strong organisation and follow-up; able to manage several tasks and deadlines at once.
Practical problem solver who can handle drivers, vendors and government counters confidently.
Proficient in MS Office (Excel, Word, Outlook) for trackers and reports.
Honest, reliable and discreet with company documents and funds.