Administrative Specialist

Job Title: Administrative Officer/ Specialist

Location: Dubai, UAE

Company: 4SPACE DESIGN

About the Company: 4SPACE DESIGN is a leading architectural and interior design firm based in Dubai, renowned for its innovative, high-quality design solutions in commercial, hospitality, and residential sectors. Since 2011, we have consistently delivered projects that exceed client expectations, earning us numerous awards and a reputation for excellence in design and execution.

About the Role: The Administrative Officer is responsible for ensuring efficient day-to-day operations of the office and providing support to senior staff, project teams, and other stakeholders. This role encompasses a variety of administrative tasks, coordination duties, and assistance in organizational communication to uphold company standards and operations.

Responsibilities:

• Office Administration:
• Manage daily office activities, including scheduling meetings, handling correspondence, and maintaining organized records.
• Ensure office supplies and equipment are adequately stocked and functioning.
• Oversee the implementation and maintenance of filing systems (both physical and digital).
• Coordination and Support:
• Assist project teams and department heads with document preparation, record-keeping, and meeting coordination.
• Support the Project Management Office by ensuring timely communication and document distribution to relevant stakeholders.
• Facilitate inter-departmental communication for smooth workflow.
• Financial and Logistical Oversight:
• Monitor and assist in budget tracking, invoice processing, and expense reporting.
• Coordinate travel arrangements and itinerary preparation for staff and stakeholders.
• Work with external vendors to secure services and maintain vendor records.
• Compliance and Policy Implementation:
• Ensure company policies and procedures are properly documented and communicated.
• Special Tasks:
• Assist in preparation for audits, reviews, or regulatory submissions.
• Assist in recruitment processes, including job postings, scheduling interviews, and onboarding new employees.
• Maintain employee records, attendance, and leave tracking systems.
• Coordinate training sessions, workshops, and team-building activities.
• Assist with employee performance reviews and ensure appraisal processes are documented.
• Address general employee queries regarding HR policies and procedures.
• Support Business Development and Marketing activities when needed.
• Undertake additional responsibilities as assigned by management.

Qualifications: Education: Bachelor's degree in Business Administration, Management, or a related field.

Required Skills:

• Experience: Minimum 2-3 years in an administrative role, preferably in a design consultancy, project management, or similar industry.
• Technical Skills: Proficiency in MS Office Suite, experience with project management tools, and familiarity with financial software is a plus.
• Soft Skills: Strong organizational skills, attention to detail, excellent written and verbal communication, and ability to multitask effectively.
• Other: Familiarity with interior design and project management environments is advantageous.

How to Apply:

If you are interested in applying for this position, please send your CV and a cover letter to [ career@4space.ae ].