Overview
Admin Assistant Jobs in Dubai, UAE at Ghazanfar Group
1. Administrative Support
• Manage reception professionally, well-organized front desk, ensuring visitors, including guests, investors, and partners, are greeted graciously and directed appropriately.
• Manage front desk activities, including incoming calls, visitors, registration, and courier/mail handling.
• Ensure proper filing, digital archiving, and secure maintenance of non- confidential records using the OMS (Office Management System).
2. Office coordination
• Oversee day-to-day administrative activities such as organizing and maintaining a filing system for HODs.
• Monitor and maintain inventory of office and pantry supplies, liaise with procurement for timely replenishment.
• Coordinate guest arrivals, ensure they are welcomed appropriately, and manage parking arrangements to provide a smooth and professional visitor experience.
• Coordinating with office staff (office boy, cleaners, parking) and supervising the cleanliness and readiness of all office spaces and shared areas.
• Coordinate with facility service providers for housekeeping to ensure a professional office environment.
3. Conference Room Management
• Manage the meeting room booking system and ensure real-time scheduling updates.
• Prepare conference rooms with necessary tools (VC systems, projectors, screens) and refreshments.
• Support setup and logistics for internal and external meetings or presentations.
• Coordinate room availability for internal departments and external guests.
4. Leadership Calendar Coordination
• Support the Chairman with calendar scheduling, reminders, and travel logistics.
• Prepare documents, presentations, and correspondence for review.
5. Documentation and Records Management
• Organize and update physical and digital filing systems, including archiving & retrieving documents through the Office Management System (OMS) with accuracy and version control
In compliance with company standards.
• Organize and assist HODs in preparing administrative reports, compiling data summaries, and organizing compliance-related documentation to ensure accurate and timely support.
• Support the Office Manager in generating reports and dashboards from OMS when required.
6. Support to HR & Events
• Assist the HR team with planning and executing internal events, celebrations, and employee engagement programs.
Title: Admin Assistant
Company: Ghazanfar Group
Location: Dubai, UAE
