Job description

Office Assistant - Dubai, UAE

Reports to: Senior Manager - Total Rewards

Job Purpose:

To provide comprehensive office administration, front office, housekeeping, pantry, hospitality, and facilities support to ensure the smooth day-to-day operations of the DIP Office. The role is responsible for maintaining a clean, organized, and professional office environment while delivering excellent service to employees, management, and visitors.

Key Accountabilities:

Housekeeping & Facilities

• Oversee the day-to-day housekeeping of the DIP Office to ensure a clean, tidy, hygienic, and presentable environment at all times.
• Coordinate with the Housekeeping team to maintain cleanliness across offices, meeting rooms, common areas, and pantry.
• Regularly inspect office areas and promptly report any maintenance or repair requirements to the Administration team.
• Ensure office furniture, equipment, and common areas are maintained in good condition.

Uniform & Laundry Coordination

• Maintain the uniform and laundry room in a clean, organized, and hygienic condition.
• Organize uniforms by department to facilitate efficient sorting and distribution.
• Receive, inspect, and account for uniforms returned from the laundry vendor, ensuring completeness and reporting any discrepancies immediately.
• Coordinate the timely distribution of cleaned uniforms to directors and employees.
• Verify laundry delivery notes against services provided before acceptance.

Hospitality & Guest Services

• Prepare and serve tea, coffee, beverages, and refreshments to management, employees, guests, and visitors.
• Welcome visitors courteously and provide assistance or direct them to the appropriate person in the absence of the Receptionist.
• Provide end-to-end support for meetings, tasting sessions, training programmes, and internal events by arranging refreshments, crockery, cutlery, and meeting room setup.

Pantry Management

• Manage the daily operations of the office pantry.
• Monitor pantry inventory and replenish consumables including tea, coffee, milk, sugar, bottled water, tissues, and other pantry supplies from the warehouse as required.
• Ensure pantry equipment, crockery, cutlery, utensils, and appliances are clean, organized, and maintained in good working condition.
• Report any pantry equipment faults or maintenance requirements promptly.

Reception & Front Office Support

• Provide backup support to the Reception function at both MC and DIP offices during leave, absence, or peak workload periods.
• Answer, screen, and direct incoming telephone calls professionally.
• Manage meeting room bookings and schedules in the absence of the Receptionist.
• Prepare meeting rooms before meetings and restore them after use, ensuring they are clean, properly arranged, and equipped with the necessary stationery and refreshments.
• Handle visitor enquiries professionally and ensure a positive visitor experience.

Administrative Support

• Perform photocopying, printing, scanning, filing, laminating, binding, and general document preparation as required.
• Scan documents for the Accounts Department and other departments as requested.
• Receive, verify, record, and distribute incoming documents, courier deliveries, parcels, and food items from suppliers and the MC Office.
• Coordinate outgoing courier services and maintain courier records where required.
• Assist various departments with general administrative and operational support as assigned.

Office Supplies & Equipment

• Monitor office stationery and general office supply inventory and coordinate replenishment requests with the Administration team.
• Ensure efficient use and proper care of office equipment, supplies, and resources.
• Report malfunctioning office equipment, including printers, pantry appliances, and coffee machines, to the Administration team for repair.

Health, Safety & Compliance

• Ensure compliance with company hygiene, health, safety, and housekeeping standards in all assigned work areas.
• Report any health, safety, security, or operational risks immediately to the Administration Manager.
• Follow company policies, procedures, and workplace standards at all times.

Qualification and Licenses requirement:

• High School Diploma

 **Due to the VOLUME OF APPLICATIONS WE ARE RECEIVING only SHORTLISTED CANDIDATES for interview will be contacted.

Skills

Experience requirement:

• 2 years’ experience of working in an office environment.
• Proficiency in both verbal and written English.