Front Office and Admin Assistant Full Time NEW

Job Title: Front Office and Admin Assistant

Location: Dubai, UAE

Job Summary

We are seeking a highly organized and proactive Front Office and Admin Assistant to oversee end-to-end facility operations and corporate travel management. The role is responsible for ensuring a safe, well-maintained, and efficient workplace, while also managing seamless business travel arrangements for employees. This position requires strong coordination, vendor management, communication, and problem-solving skills, along with the ability to operate in a fast-paced, service-oriented environment.

Key Responsibilities

Facility Operations & Administration

• Oversee day-to-day facility operations, ensuring smooth functioning of essential services including housekeeping, security, cafeteria, and office administration.
• Manage office supplies, inventory, seating allocation, and general workplace requirements.

Maintenance & Infrastructure Management

• Coordinate, schedule, and monitor routine maintenance, repairs, and inspections of building systems (HVAC, electrical, plumbing, fire & safety, etc.).
• Develop and implement preventive maintenance plans to minimize downtime and service interruptions.

Vendor & Contract Management

• Manage relationships with external service providers including housekeeping, security, maintenance, pest control, and other facility-related vendors.
• Oversee service-level adherence, contract renewals, negotiations, and performance evaluation.

Health, Safety & Compliance

• Ensure the facility complies with all health, safety, regulatory, and environmental standards.
• Conduct periodic safety audits, risk assessments, and maintain emergency response plans and drills.

Space & Workplace Management

• Optimize workspace utilization, plan office layouts, and oversee fit-out, refurbishment, expansion, or relocation projects in collaboration with relevant teams.

Budgeting & Cost Management

• Prepare, monitor, and manage facility operating budgets, ensuring cost-effectiveness without compromising service quality.
• Identify opportunities for cost savings and efficiency improvements.

Reporting & Stakeholder Communication

• Prepare facility performance reports, issue logs, maintenance schedules, and vendor performance updates.
• Act as the key liaison between internal stakeholders, leadership teams, and vendors for all facility-related matters.

Travel Management Responsibilities

• Plan and coordinate end-to-end business travel arrangements including flights, accommodation, ground transport, visas, and other required services.
• Ensure full compliance with company travel policies, cost guidelines, and regulatory requirements.
• Maintain strong awareness of travel industry trends, route options, travel advisories, and vendor platforms to ensure best travel experience.

Skills & Competencies

• Strong communication, negotiation, and stakeholder management skills.
• Proven ability in customer service, problem-solving, and crisis management.
• High attention to detail, strong organizational and multitasking capabilities.
• Proficiency in travel booking platforms, vendor management tools, and MS Office Suite (Excel, PowerPoint, Word).

Key Requirements

• ·Bachelor’s degree in Business Administration, Facilities/Operations Management, Hospitality, or equivalent field (preferred).
• 4-8 years of experience in facility management, office administration, or corporate travel coordination, ideally in a corporate or multinational organization.
• Hands-on experience in vendor management, asset management, preventive maintenance planning, and workplace administration.
• Experience coordinating domestic and international travel bookings, visas, and logistics using travel platforms and vendor partners.
• Proficiency in MS Office Suite (Excel, PowerPoint, Word) and familiarity with travel booking tools and facility management systems.
• Understanding of maintenance processes, safety norms, compliance requirements, and cost control practices.
• Strong communication, interpersonal, and stakeholder-management skills.
• Excellent attention to detail, planning, coordination, and follow-through.
• Problem-solving ability with a customer-service mindset.
• Ability to multitask, prioritize, and work efficiently under pressure.
• Negotiation skills with vendors and service providers.
• High ownership, reliability, and discretion.