Office Administrator

About swissnet MENAswissnet MENA is a newly established joint venture in Dubai, United Arab Emirates, formed by swissnet AG and AT-Vision Projektmanagement GmbH.At swissnet MENA, our mission is to lead the group’s transformation into a global leader in ICT and hospitality technology. Our focus is on driving market expansion beyond the DACH region, leveraging cutting-edge technologies, and fostering strategic partnerships to deliver exceptional value.We specialize in building and delivering tailored, high-quality ICT, ELV, and SaaS solutions that cater to the unique needs of our clients. Dedicated to providing end-to-end technology services, we ensure seamless integration, reliable performance, and enhanced productivity. Through innovation, collaboration, and a customer-centric approach, we strive to transform businesses and empower them to achieve their goals. Our unwavering commitment to professionalism, innovation, and efficiency underpins everything we do, ensuring long-term success for our partners and clients.Role OverviewThe Office Administrator at swissnet MENA plays a key role in ensuring the smooth day-to-day operations of the office, supporting business functions, and facilitating coordination among teams. The role requires strong organizational, communication, and administrative skills to maintain efficiency and compliance with company policies while also supporting social media efforts and assisting the CEO with daily administrative tasks.Key Responsibilities:1. Office Management & Administration• Oversee daily office operations, ensuring a well-organized and efficient work environment.• Maintain office supplies inventory and place orders as needed.• Manage office equipment, coordinating maintenance and repairs.• Ensure compliance with company policies and procedures.• Handle general correspondence, including emails, letters, and official documents.2. Financial & Procurement Support• Assist in processing invoices, expense reports, and petty cash management with the nominated account firm.• Coordinate with vendors and suppliers for office-related purchases and contracts.• Maintain financial records for office expenses and liaise with the finance department for reconciliation.3. HR & Employee Support• Assist in onboarding new employees, including document collection and workspace setup.• Maintain employee records and ensure compliance with UAE labor regulations.• Support HR-related activities such as leave tracking and employee engagement initiatives.• Act as a point of contact for employee inquiries related to office policies and procedures.4. Scheduling, Communication & CEO Support• Manage calendars, schedule meetings, and coordinate appointments for leadership and teams.• Organize and prepare meeting agendas, minutes, and follow-up actions.• Assist the CEO with daily administrative tasks, including email correspondence, travel arrangements, and document preparation.• Facilitate communication between internal departments and external stakeholders.• Assist in event planning, including team gatherings and corporate functions.5. Social Media & LinkedIn Account Management• Support the company's LinkedIn account by scheduling and posting updates, monitoring engagement, and responding to inquiries.• Assist in developing content ideas to promote swissnet MENA’s brand and activities.• Coordinate with marketing teams or leadership to ensure consistent branding and messaging across social platforms.6. Travel & Logistics Coordination• Arrange travel bookings (flights, hotels, transportation) for executives and employees.• Process visa applications and other travel-related documentation as required.• Maintain travel records and expense reports.7. IT & Facility Coordination• Support IT setup for new employees and ensure smooth functioning of office tech.• Work with IT teams to resolve minor technical issues.• Coordinate with facility management for office space arrangements, cleanliness, and security.QualificationsEducation: Bachelor’s degree in Business Administration, Office Management, HR, Communications, or a related field.Experience: 3–5 years in office administration, executive assistant, or coordinator roles, preferably in ICT or hospitality.Female candidates are encouraged to apply in alignment with our current team composition and regulatory guidelines.Technical Skills: Proficiency in Microsoft Office, Google Workspace, CRM/ERP systems, and basic IT troubleshooting.Organizational Skills: Strong multitasking, attention to detail, and event planning abilities.Communication: Fluent in English (Arabic is a plus), with excellent written and verbal communication skills.Financial Knowledge: Experience in invoice processing, petty cash management, and procurement coordination.Interpersonal Skills: Ability to build strong relationships with employees, vendors, and stakeholders.Adaptability: Proactive, problem-solving mindset with the flexibility to work in a fast-paced environment.