Admin officer

Department: HR & Admin department

Reports to: Regional HR & Admin Manager – MEA+

Job Summary

The Admin Officer will support day-to-day administrative duties for the region. The role is responsible for employee administration, onboarding and visa coordination, leave management, travel arrangements, insurance administration, company permits and licenses, and maintaining accurate employee records. The ideal candidate is detail-oriented, organized, and capable of handling multiple administrative tasks efficiently in a fast-paced environment.

Key Responsibilities

Employee Administration & HR Support

• Manage employee leave records (annual leave, sick leave, unpaid leave, etc.) and ensure accurate tracking in HR systems.
• Coordinate employee onboarding processes, including document collection, induction scheduling, and system access support.
• Maintain up-to-date employee files (physical and electronic), ensuring compliance with company and UAE regulatory requirements.
• Support offboarding processes, including documentation and clearance coordination.
  
  

• Coordinate employee visa processes including entry permits, residence visas, Emirates ID, medical tests, renewals, cancellations, and status changes.
• Liaise with government portals, typing centers, and company PROs.
• Track visa expiry dates and proactively manage renewals to ensure compliance with UAE laws.
  
  

• Handle flight ticket bookings for employees, including business travel, and leave travel, in coordination with internal approvals.
• Maintain travel records and ensure alignment with company travel policies.
  
  

• Coordinate medical insurance enrollment, renewals, upgrades, and cancellations for employees and dependents.
• Act as the point of contact with insurance providers for policy administration and employee queries.
• Support administration of life insurance and other employee benefit programs as applicable.
  
  

• Assist in the renewal and application of company licenses, permits, and registrations (mainland or free zone, as applicable).
• Maintain a tracker of company compliance documents, licenses, and renewal deadlines.
• Coordinate with authorities, consultants, and service providers to ensure timely submissions.
  
  

• Support office administration activities such as vendor coordination, document control, and administrative reporting.
• Assist with audits, internal reviews, and management reporting when required.
• Handle general administrative tasks and ad-hoc assignments as assigned by management.
  
  

• Bachelor’s degree in business administration, or a related field (mandatory).
• 1 to 3 years of experience in an administrative role in the UAE.
• Basic knowledge of UAE labor law, visa processes, and government portals is an advantage.
  
  

• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Good communication skills in English (Arabic is an advantage).
• Proficiency in MS Office (Word, Excel, Outlook).
• Ability to work independently while coordinating with multiple stakeholders.
  
  

• Proactive and eager to learn.
• Reliable and well-organized.
• Able to work under pressure and manage multiple priorities.
• Team-oriented with a service-driven mindset.