Office Assistant & Visa Coordinator

Roles & ResponsibilitiesOffice & Administrative SupportManage incoming and outgoing correspondence (emails, letters, official communications)Organize meetings, appointments, and business travel arrangementsPrepare, format, and file documents, reports, and presentationsHandle office coordination, telephone communications, and visitor receptionSupport management and coordinate with internal departments and external suppliersRequest purchase quotations and manage office supplies procurement.Manage leases, including handling lease expirations, renewals/extensions, insurance certificates, and internal documentation requests.Visa & Immigration CoordinationManage end-to-end processes for work visas, residence visas, Emirates ID, medical tests, health insurance and permitsTrack visa, residence & work permits and insurance expiry dates and ensure timely renewalsCoordinate with PRO for all the applications related to Immigration authorities, MOHRE, ICP, and CICPA.Prepare and verify documentation for employees, consultants, and visitorsSupport employee onboarding and offboarding processesEnsure compliance with UAE labour and immigration regulationsLogistics CoordinationArrange travel logistics including flights, accommodation, and transportationCoordinate staff mobilization and demobilizationOrganize training and certifications (BOSIET, CICPA, H2S, medicals, etc.)Manage site access passes, ID badges, and security clearancesCoordinate and maintain occupancy records for the guest houses, and liaise with the cleaning service provider to ensure proper cleaning services for both the guest houses and the officeSkills & CompetenciesStrong organizational and time-management skillsHigh attention to detail and accuracyAbility to manage multiple tasks and meet deadlinesExcellent communication and interpersonal skillsQualifications & ExperienceDiploma or Bachelor’s degree in Administration, Business, or a related field2–5 years of experience in secretarial, HR, or logistics rolesProven experience with UAE visa and immigration proceduresFamiliarity with MOHRE, ICP processes is an advantageLanguage & IT SkillsFluent in English (written and spoken)Knowledge of Arabic is an advantageProficient in MS Office (Word, Excel, Outlook)#J-18808-Ljbffr