Office Assistant & Admin

• – Office Assistant
• Location: Abu Dhabi, UAE
• Department: Administration / Operations
• Position: Office Assistant
• Reporting To: HR
• Role Overview:

We are looking for a responsible and proactive Office Assistant to manage the day-to-day administrative and facility-related requirements of our Abu Dhabi office. The role will be responsible for maintaining office inventory, coordinating housekeeping and repairs, managing pantry/cafeteria requirements, and ensuring the office remains clean, organised, and adequately stocked.

Key Responsibilities

1. Office Inventory Management

• Maintain accurate records of office inventory, assets, and consumable items.
• Monitor stock levels and ensure timely replenishment of required items.
• Maintain proper records of incoming and outgoing office supplies.
• Conduct periodic inventory checks and report shortages or discrepancies.
• Ensure office items are properly stored and organised.

2. Office Cleaning & Housekeeping

• Ensure the office premises are clean, hygienic, and well-maintained.
• Ensure meeting rooms, workstations, pantry, and common areas are maintained properly.
• Escalate any housekeeping-related concerns to the concerned person.

3. Repair & Maintenance

• Coordinate and follow up on office repair and maintenance requirements.
• Liaise with vendors/service providers for electrical, plumbing, AC, furniture, equipment, and other maintenance issues.
• Maintain a record of pending and completed maintenance requests.
• Ensure timely resolution of office maintenance issues and escalate delays where required.

4. Cafeteria / Pantry Management

• Manage daily pantry requirements, including tea, coffee, water, snacks, and other consumables.
• Ensure adequate stock of pantry supplies at all times.
• Coordinate with pantry/housekeeping staff, where applicable.
• Ensure the cafeteria/pantry area is clean, organised, and properly maintained.
• Monitor consumption and avoid unnecessary wastage.

5. Office Supplies Management

• Maintain adequate stock of stationery, printing supplies, cleaning materials, pantry items, and other office essentials.
• Prepare requirements and coordinate for timely procurement/replenishment.
• Maintain proper records of purchases and consumption.
• Ensure supplies are stored systematically and are easily accessible.

6. General Administrative Support

• Support the Admin/HR team in day-to-day office administration.
• Coordinate with vendors, building management, and service providers as required.
• Assist with office setup, events, employee requirements, and other administrative activities.
• Ensure all office-related issues are tracked and closed within the required timelines.
• Perform other administrative duties as assigned by management.

Key Skills & Competencies

• Good organisational and coordination skills.
• Strong follow-up and vendor management skills.
• Basic inventory and stock management knowledge.
• Ability to independently handle routine office administration.
• Good communication and interpersonal skills.
• Proactive approach towards identifying and resolving office-related issues.
• Basic computer knowledge, including MS Excel/Word.
• Ability to maintain records and prepare basic reports.
• Reliable, responsible, and detail-oriented.

Experience & Qualification

• Experience: 2–4 years of experience in office administration, facilities, office assistance, or a similar role.
• Education: Minimum Graduate / Diploma preferred.
• Experience in an office/corporate environment will be preferred.
• Candidates with experience in vendor coordination, inventory management, housekeeping, and facility maintenance will be preferred.

Key Performance Indicators (KPIs)

• Timely availability of office and pantry supplies.
• Accurate and updated inventory records.
• Timely closure of repair and maintenance issues.
• Cleanliness and upkeep of the office premises.
• Effective coordination with vendors and service providers.
• Proper control of office consumables and supplies.