Inhabitr Hiring for Administrative Assistant at دبي Full Time NEW

Job Title: Administrative Assistant

Experience: 3-6 years

Location: Dubai, UAE

Department: HR & Admin

Reporting: VP – HR & Admin

About the Company:

Inhabitr is a furniture B2B focused company that offers affordable and flexible furniture solutions for commercial customers in the Hospitality and Multifamily apartment markets. Its mission is to make it easier and more affordable for people to furnish their hotels and apartment buildings using technology and global sourcing. They offer a wide range of high-quality furniture options, including casegoods, sofas, chairs, beds, dining sets, and lighting among others. In addition, Inhabitr coordinates delivery and installation of furniture. Visit us at www.inhabitr.ai to learn more 

Position Overview:

The Administrative Assistant will support daily office operations and provide administrative and clerical support to ensure smooth business functioning. This role requires professionalism, strong communication skills, and the ability to operate in a fast-paced, multicultural environment.

Key Responsibilities:

Administrative & Office Support

• Manage reception duties including answering calls, greeting visitors, and handling inquiries
• Prepare and format business correspondence, memos, letters, and reports
• Manage calendars, schedule meetings, and support travel arrangements (flights, hotels, visas)
• Maintain organized filing systems (physical & digital) and ensure document confidentiality
• Handle office supplies, stationary, pantry items, and vendor coordination
• Support management with meeting minutes, presentations, and task follow-ups

HR & Compliance Support

• Assist with employee onboarding — documentation collection, EID, visa, medical, Emirates ID appointments coordination
• Maintain employee records and HR files as per UAE compliance guidelines
• Assist in preparing leave records, attendance and timesheets
• Coordinate government-related tasks via portals like MOHRE, ICP, Tasheel, TAMM, DubaiNow, Amer, EJARI, RERA (if needed)

Finance & Administration

• Process purchase requests, petty cash claims, expense reports & vendor payments
• Maintain and track invoices, receipts, and basic accounting documents
• Support procurement & office facility management where required

Customer & Vendor Coordination

• Liaise with suppliers, contractors, landlords, courier companies, and building management
• Manage meeting room bookings, guest arrangements, and office events

General Office Management

• Ensure office environment is well-maintained and hospitality standards are met
• Manage company courier shipments (Aramex / DHL / Emirates Post)
• Assist with company license renewals, DEWA, Telecom (DU), and rental agreements when required

Required Skills & Qualifications

• Bachelor’s degree preferred
• Prior experience in UAE administrative/office support role preferred
• Proficiency in MS Office (Word, Excel, PowerPoint) & email/ERP systems
• Strong communication skills in English; Arabic knowledge is an advantage
• Excellent organization, multitasking, and time-management skills
• Ability to maintain confidentiality and professionalism
• Willingness to handle a variety of tasks in a multicultural environment
• Highly organised, proactive, and detail-oriented
• Able to manage multiple tasks and meet deadlines
• Ability to work under pressure and adapt to rapidly changing priorities.
• Experience working with a PRO / government portals (MOHRE, ICA, GDRFA, DAMAN / DHA)
• Previous experience in multinational or fast-growing organisation

Key Competencies:

• Service-oriented and proactive attitude
• Strong interpersonal skills
• Attention to detail and accuracy
• Adaptability and reliability

Contact:

Shraddha Dalmia

shraddha@inhabitr.ai