Administrative Officer cum Travel coordinator- Immediate Joiner

Job Purpose To manage the day-to-day administrative and office operations ensuring the smooth functioning of office facilities, employee services, travel arrangements, vendor relationships and administrative processes. The role will also be responsible for coordinating DMCC-related regulatory and company administration requirements, providing basic accounting and invoicing support, and ensuring compliance with internal policies and applicable UAE regulations. 3. Key Accountabilities and Responsibilities A. Reception and Office Administration Manage the reception area and act as the first point of contact for visitors and incoming telephone calls. Welcome and assist visitors, employees and business associates professionally. Ensure the smooth day-to-day functioning of office facilities and infrastructure. Coordinate office maintenance, repairs and preventive maintenance of equipment. Manage office supplies, stationery and consumables, ensuring adequate inventory levels. Identify and negotiate with suppliers to obtain competitive rates for stationery, office supplies and other administrative requirements. Manage service provider relationships and maintain contracts and agreements. Coordinate applications for new mobile SIM cards, telephone connections and related services. Maintain records of office assets, equipment and inventory. Monitor office administrative expenditure and identify opportunities for cost optimisation. B. Travel Coordination Manage corporate travel arrangements for employees, including domestic and international air ticket bookings. Coordinate employee travel requirements, including flight reservations, cancellations, rescheduling and related arrangements. Coordinate employee visa applications, renewals and other travel-related documentation. Liaise with travel agencies, airlines, visa service providers and other relevant authorities. Ensure travel arrangements are completed within stipulated timelines and in accordance with company policies and approved budgets. Maintain employee travel records and supporting documentation. C. DMCC and Regulatory Administration Manage all DMCC-related administrative activities through the DMCC online portal. Coordinate employee visa applications, renewals, cancellations and related immigration formalities. Ensure timely renewal of the company's trade licence and establishment card. Coordinate company amendments, KYC updates and other corporate documentation requirements. Liaise with DMCC representatives and relevant government authorities for regulatory and administrative matters. Maintain accurate records of company licences, employee documentation, regulatory submissions and renewal schedules. Ensure compliance with applicable DMCC requirements and UAE administrative regulations. D. Vendor and Facilities Management Coordinate with external service providers for office maintenance, repairs and facility-related requirements. Manage and monitor Annual Maintenance Contracts (AMCs) for office equipment, hardware and networking infrastructure. Coordinate with local IT vendors for hardware-related issues and maintenance requirements. Ensure timely renewal of service agreements and maintenance contracts. Monitor vendor performance, service quality and contractual obligations. Coordinate timely processing of payments for external service providers in collaboration with the Finance Department. E. Basic Accounting and Invoicing Support Verify and process vendor invoices and employee reimbursement claims, ensuring all necessary supporting documents are available before submitting them to Finance. Maintain and reconcile petty cash for day-to-day office expenses, ensuring proper documentation and supporting receipts. Track outstanding invoices and coordinate with vendors and service providers regarding payment status. Maintain expense trackers and monthly MIS reports covering office administration, stationery, maintenance, utilities and travel expenditure. Coordinate with the Entity Finance Manager on budget monitoring and monthly administrative expense reporting. Monitor expenditure against approved budgets and highlight significant cost increases, variances and potential savings. Maintain proper filing and documentation of invoices, receipts, reimbursement claims and payment records for audit and compliance purposes. F. HR and Employee Administration Maintain employee leave and attendance records for all employees of the entity. Coordinate with designated HR representatives in India regarding attendance records of seconded employees. Maintain accurate employee administrative records and supporting documentation. Coordinate employee accommodation-related administrative requirements. Supervise and coordinate the activities of the driver, staff accommodation cook and office general helper. Assist with other employee-related administrative requirements as and when necessary. G. Health, Safety and General Administration Act as the designated Health and Safety Officer for the entity. Coordinate workplace health and safety requirements and ensure relevant procedures are followed. Support the maintenance of a safe, clean and organised working environment. Handle additional administrative responsibilities and ad-hoc assignments as required by management. 4. Key Internal and External Interfaces Internal Stakeholders Accounts and Finance Department Human Resources Department Information Technology Department Employees and Department Heads India HR Coordinators External Stakeholders DMCC and relevant government authorities Travel agencies and airlines Office maintenance and facility management service providers IT hardware and networking vendors Stationery and office supply vendors Other external service providers

Desired Candidate Profile

Graduate from a recognised university or institution. A degree in Business Administration, Commerce or a related discipline would be preferred. Minimum 2 years of relevant experience in administration, office management and travel coordination. Minimum 2 years of hands-on experience in travel coordination, corporate travel arrangements, airline bookings and visa-related services. Experience working with a company in DMCC is a must as Experience handling DMCC portal activities, company licence renewals, employee visas and related regulatory requirements would be required. Employment Type Full-time