Administrative Aide

The Role

We are looking for a proactive, organized, and dependable Reception & Administrative Coordinator to support the smooth day-to-day operations of our business. As the first point of contact for visitors, employees, candidates, and external stakeholders, you will play a key role in creati...

The Role
We are looking for a proactive, organized, and dependable Reception & Administrative Coordinator to support the smooth day-to-day operations of our business. As the first point of contact for visitors, employees, candidates, and external stakeholders, you will play a key role in creating a professional workplace experience while ensuring administrative processes are managed efficiently and accurately. This role is ideal for someone who takes ownership, communicates effectively, enjoys solving problems, and can confidently manage multiple priorities in a fast-paced environment.

Requirements
Key ResponsibilitiesOffice & Reception Management Manage front desk operations and welcome visitors, candidates, customers, and suppliers. Coordinate visitor access, courier services, and general office administration. Maintain a professional, organized, and welcoming office environment. Facilities & Operational Support Oversee office facilities, housekeeping, pantry operations, and workplace maintenance. Coordinate with vendors and service providers to ensure uninterrupted office operations. Monitor and manage office supplies, inventory, and company assets. Fleet, Telecom & Administrative Coordination Maintain records for company vehicles, registrations, insurance, servicing, and compliance requirements. Manage telecom services, SIM allocations, employee contact records, and related documentation. Maintain accurate operational records, trackers, and administrative databases. Employee Administration & Recruitment Support Maintain employee records, visa documentation, and personnel files. Support recruitment activities, interview scheduling, candidate coordination, and document collection. Assist with employee onboarding, offboarding, and internal communication activities. Reporting & Follow-Up Prepare routine reports, trackers, and management updates. Ensure documentation is accurate, up-to-date, and readily accessible. Proactively follow up on outstanding actions to ensure timely completion. What Were Looking For Strong common sense, sound judgment, and problem-solving ability. A high level of ownership, accountability, and reliability. Excellent organizational and multitasking skills. Strong attention to detail and follow-through. Professional communication and interpersonal skills. Ability to work independently and manage priorities with minimal supervision. A responsive, proactive, and service-oriented mindset. Willingness to support urgent business requirements when necessary. Requirements Diploma or Bachelors Degree in Business Administration or a related field. Minimum 2–3 years of UAE experience in reception, administration, office coordination, or a similar role. Strong proficiency in Microsoft Office, including Excel, Word, Outlook, and calendar management. Experience maintaining records, reports, trackers, and administrative documentation. Excellent verbal and written English communication skills. Experience supporting recruitment, onboarding, or HR administration is an advantage. Available to join immediately or within a short notice period. What Success Looks Like Tasks are completed accurately and on time with minimal supervision. Office operations run efficiently and professionally. Records, reports, and trackers are consistently maintained and up to date. Employees, visitors, and stakeholders receive responsive and professional support. Issues are identified early, communicated clearly, and resolved proactively. The individual is trusted as a reliable coordinator who takes ownership and gets things done.

About the company
Success Factor is a dynamic startup HR recruitment and consultancy firm committed to enhancing talent acquisition and fostering sustainable growth through strategic HR solutions.