Office Administrator

Job Description

Office and Facility Management:

• Oversee and manage office lease agreements and license renewal processes for DAFZA and JAFZA offices
• Maintain and regularly update records such as PO Box renewal yearly
•  office parking allocations, and renewal yearly  and liaise with DAFZA authorities for updates or reassignments
• Coordinate with vendors and service providers for routine maintenance, including office cleaning, pest control, plant care, and other facility services
• Manage facility repairs and maintenance requests, liaising with building management for any premises-related issues or escalations
• Coordinate insurance renewals (office, assets, liability) in collaboration with the internal US insurance team
• Oversee utilities management, including Etisalat accounts, Wi-Fi subscriptions, UPS systems, and ensure operational efficiency
• Handle procurement of office supplies, IT equipment, stationery, and pantry/grocery items, ensuring adequate inventory control and vendor cost efficiency
• Administer courier and shipment services (local and international) through UPS, Aramex, and other approved service providers, maintaining shipment logs and cost tracking

Compliance and Licensing:

• Manage and ensure timely renewal of trade licenses for DAFZA and JAFZA entities.
• Coordinate with relevant authorities for obtaining and renewing tax residency certificates, brand registration certificates, Dubai Chamber, and Dubai Customs documents
• Maintain close coordination with internal departments (Finance, Logistics, HR, IT) to ensure adherence to local compliance and regulatory requirements
• Administer Dubai Trade Portal access, maintaining updated importer/exporter codes and user credentials
• Serve as the primary contact for Importer Code updates with Agility, ensuring alignment and coordination with the operations and logistics teams

Administrative Support:

• Manage all day-to-day correspondence, inquiries, and internal/external communications.
• Draft, review, and issue official letters and documentation, including but not limited to:
  • Clearance letters for DAFZA Security
  • NOC letters for internal or customer branding
  • Visa support letters and employee-related documentation
• Maintain proper document control and filing systems (digital and physical), ensuring accessibility and confidentiality.

Financial and Budgetary Responsibilities:

• Process office-related invoices, ensuring accuracy and compliance with company procurement and finance policies; coordinate with the Accounts Payable team for timely payments.
• Manage petty cash and P-card transactions, maintaining proper documentation, approvals, and monthly reconciliation reports.
• Administer the DAFZA  and JAFZA wallets, monitor expenses, and prepare monthly expenditure reports for submission to the Finance/AP department.
• Support in budget tracking and cost optimization initiatives related to office and facility operations.

HR and Internal Coordination:

• Maintain up-to-date employee personnel files in line with UAE Labour Law, ensuring all documents are securely stored and accessible to authorized personnel.
• Coordinate the onboarding and offboarding process for employees, including visa applications, documentation, system access, and office access cards.
• Support medical insurance issuance and renewal processes for staff in coordination with HR.
• Plan, organize, and execute internal meetings, staff events, and team-building activities, managing logistics, venue bookings, and hospitality arrangements.
• Provide logistical support for visiting guests, including travel arrangements, hotel bookings, and transportation coordination.
• Liaise with corporate HR regarding UAE public holidays, office closures, and internal leave announcements.
• Provide administrative support for ad hoc projects and other cross-functional initiatives as required.

Qualifications

Education and Experience:

• Associate or Bachelor’s degree - preferred
• 3–5 years of experience as office administrator, administrative assistant, or similar role - mandatory

Qualifications and Skills:

• Excellent organizational and multitasking skills
• Strong written and verbal communication abilities
• Proficient in MS-Office Suite (Word, Excel, Outlook, PowerPoint) and office management software.
• Attention to detail and problem-solving skills
• Ability to work independently and as part of a team. Good team player
• Ability to develop and maintain effective working relationships with others
• High level of professionalism and discretion
• Problem-solving orientation as well as adopting a proactive approach

Languages:

• Good command of English language – Speaking, Reading and Writing - mandatory
• Arabic is an advantage

Additional Information

Sandisk thrives on the power and potential of diversity. As a global company, we believe the most effective way to embrace the diversity of our customers and communities is to mirror it from within. We believe the fusion of various perspectives results in the best outcomes for our employees, our company, our customers, and the world around us. We are committed to an inclusive environment where every individual can thrive through a sense of belonging, respect and contribution.

Sandisk is committed to offering opportunities to applicants with disabilities and ensuring all candidates can successfully navigate our careers website and our hiring process. Please contact us at [email protected] to advise us of your accommodation request. In your email, please include a description of the specific accommodation you are requesting as well as the job title and requisition number of the position for which you are applying.