Administrative Officer

Position OverviewWe are seeking an experienced, proactive, and detail-oriented Administrative Officer to oversee day-to-day office administration, facility operations, fleet management, vendor coordination, compliance, and ISO documentation. The ideal candidate will have strong UAE administrative experience and the ability to manage multiple responsibilities while ensuring efficient office operations and regulatory compliance.Job DetailsPosition: Administrative OfficerLocation: Dubai, UAEExperience: Minimum 5 years of UAE administrative experienceSalary: AED 5,000–6,000 per month (based on experience)Key ResponsibilitiesFleet & Vehicle ManagementManage company vehicle registrations, renewals, insurance, lease agreements, and maintenance.Monitor vehicle records, mileage, accident reports, and related documentation.Coordinate with Finance for vehicle-related payments and documentation.Utilities & Financial AdministrationProcess monthly utility payments and manage invoices through relevant online portals.Handle expense reports, credit notes, and administrative payment documentation.Coordinate with the Finance team to ensure timely processing of payments.Vendor ManagementManage relationships with external service providers and vendors.Coordinate office supplies, pantry, stationery, cleaning services, equipment maintenance, and other facility requirements.Obtain quotations, negotiate pricing, and monitor vendor performance and service quality.Government & Regulatory CoordinationPrepare and process documentation related to Trade Licenses, NOCs, visas, Emirates IDs, passports, and other government requirements.Manage applications for permits, access passes, parking services, and other operational approvals.Ensure timely renewals and compliance with UAE regulations.Facility & Office AdministrationCoordinate office maintenance, pest control, fire safety equipment servicing, and facility upkeep.Manage office assets, inventory, travel arrangements, IT support coordination, and staff uniform requirements.Ensure smooth day-to-day administrative operations across company facilities.Insurance & ComplianceManage insurance renewals, including motor fleet, property, medical, workmen's compensation, and liability policies.Maintain organized physical and digital records of contracts, licenses, insurance policies, and administrative documents.Ensure all records are audit-ready and compliant with company policies and UAE regulations.ISO 14001:2015 Environmental Management System (EMS)Maintain and control ISO 14001:2015 Environmental Management System documentation and records.Coordinate internal and external ISO audits by preparing documentation and supporting audit activities.Maintain environmental compliance records, legal registers, training records, and other EMS documentation.Support continuous improvement initiatives and ensure compliance with ISO 14001 requirements.Qualifications & SkillsMinimum 5 years of UAE administrative experience.Strong knowledge of UAE government procedures, online portals, licensing, and vehicle administration.Experience in maintaining ISO 14001:2015 EMS documentation and supporting audit processes.Excellent organizational, multitasking, and vendor management skills.Proficiency in Microsoft Office (Excel, Word, Outlook) and document management systems.Strong communication, coordination, and problem-solving abilities.Ability to work independently, prioritize tasks, and manage multiple deadlines in a fast-paced environment.AT FERRARI GROUP, WE BUILD RELATIONSHIPSFerrari Group is the one-stop service provider specializing in shipping, integrated logistics and high value-added services for jewelry and precious goods, worldwide. Ferrari Group firmly believes that the key to winning the hearts of clients lies in “adding value”: the company places a very strong emphasis on high service quality, flexibility, timeliness, responsiveness and accurate solutions to customers’ needs. If you have the top skills we require and are interested in discovering why Ferrari Group really stands out from the rest, we look forward to receiving your application. Ferrari is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by laws. Ferrari makes hiring decisions based solely on qualifications, merit, and business needs at the time.