Administrative Assistant

Position: Admin Assistant

Location: UAE

Full Time Job - onsite

We are re-shaping Grocery Industry!

At elGrocer by Smiles, we're reshaping how groceries reach you. Based in the UAE, we’re not just an online grocery platform—we’re one of the fastest-growing e-commerce companies, and part of the e& Group Our mission is simple: to create a world where everyone has access to the food they love and more time to enjoy it together.

But the journey to get groceries delivered in as little as an hour isn’t as straightforward as it sounds. It involves overcoming challenges like re-routing deliveries during sandstorms and scorching summers, connecting customers with personalized coupons and exclusive deals, and updating over half a billion grocery data lines every single night.

At elGrocer by Smiles, we’re more than just a delivery service. We’re building the operating system for the grocery industry, working tirelessly to make your life simpler and more enjoyable.

Think it’s challenging? It is! But solving these problems is what allows our customers to reclaim precious time and do more of what they love.

Job Summary:

We are seeking a detail-oriented and proactive Assistant Administrator to support our daily administrative operations. The ideal candidate will assist in managing office procedures, maintaining records, coordinating with departments, and ensuring smooth internal communication. This role is essential to the overall efficiency of our organization and offers opportunities for career development within a dynamic work environment.

Key Responsibilities:

• Assist in day-to-day administrative operations and office management tasks
• Manage government portals, applications, submissions and usage
• Conduct PRO related activities, residencies, licenses, labor cards and compliance.
• Maintain organized filing systems (digital and physical) for records and documentation
• Coordinate schedules, appointments, and meetings
• Prepare reports, memos, letters, and other documents as required
• Manage internal communication and liaise between departments
• Support HR and finance teams in documentation and record-keeping
• Handle correspondence, emails, and incoming calls professionally
• Maintain organized filing systems (digital and physical) for records and documentation
• Coordinate schedules, appointments, and meetings
• Prepare reports, memos, letters, and other documents as required
• Manage internal communication and liaise between departments
• Support HR and finance teams in documentation and record-keeping
• Handle correspondence, emails, and incoming calls professionally
• Maintain inventory of office supplies and reorder as necessary
• Ensure the office environment is clean, safe, and well-organized
• Assist with event planning and internal meetings when needed
• Manage hotel Bookings and Travel tickets for the remote employees
• Maintain Employee visa renewals and employment contracts, and OHC medical tests
• Maintain Company legal documents renewals, such as Trade licenses and Establishment cards
• Maintain Utility bill payments monthly

Qualifications & Requirements:

• Bachelor’s degree in Business Administration, Management, or a related field
• 1–3 years of experience in an administrative or office support role
• Strong organizational and multitasking skills
• Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent written and verbal communication skills
• Ability to work independently and within a team
• Knowledge of UAE labor laws and administrative practices is a plus
• Fluency in English (Arabic is an advantage)