Admin Assistant Full Time

The Admin Assistant role in Abu Dhabi with Optimal Innovation offers exposure to corporate administration, digital office systems, and business support operations. This position involves documentation management, ERP coordination, scheduling, and professional communication.

Purpose Of The Role

The Office Admin Officer ensures smooth day-to-day functioning of the office by managing facilities, vendor coordination, utilities, purchases, and administrative support activities. The role is responsible for maintaining an efficient, well-organized, and compliant workplace environment while supporting internal teams with operational requirements.

Core Responsibilities

• Office Administration & Facility Management

Oversee daily office operations and ensure the workspace is well-maintained.

Manage office infrastructure, workspace allocation, pantry, and housekeeping.

Coordinate with maintenance teams for repairs, servicing, and facility upkeep.

• Vendor & Purchase Management

Manage vendor relationships, service agreements, and payment coordination.
Handle office procurement, equipment purchases, and resolve billing issues.

• Utilities & Payments

Manage and process utility payments (TAQA, water, rent, coffee machines, WiFi, mobile services) on time to avoid service interruptions.

• Petty Cash & Expense Handling

Manage petty cash and track expenses in coordination with HR and Finance.
Maintain receipts and ensure accurate monthly reconciliation.

• Events & Coordination

Support office events, festival celebrations, and employee engagement activities.

• Travel & Accommodation Support

Assist with travel bookings, hotel arrangements, and logistics for employees and guests.

• Fleet & Driver Coordination

Coordinate daily schedules with company drivers and support fleet-related administrative tasks.

• Telecommunication & Internet Management

Oversee office telecommunication systems, internet services, and related vendor coordination.

• Administrative Support to Director & Teams

Provide administrative support including scheduling, correspondence, follow-ups, and preparation of professional reports, presentations, and documents.
Maintain smooth communication with internal teams and external stakeholders while ensuring confidentiality.

Qualifications & Skills

• Bachelor’s degree in Business Administration, Commerce, or related field.
• 1–3 years of experience in office administration, Admin Assistant or coordination. Home Country Experience also Consider.
• Strong organizational and multitasking abilities.
• Excellent English communication skills; Arabic preferred.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook); familiarity with AI productivity tools and Canva is a plus.
• Basic knowledge of accounting, invoice handling, and expense reconciliation.
• Must be based in the UAE.
• Able to work independently and maintain professionalism at all times.

Joining Optimal Innovation as an Admin Assistant in Abu Dhabi places you at the center of a technology-driven corporate environment. With increasing demand for automation tools, CRM platforms, and enterprise solutions.