Admin & Operations Executive
Client of Careers International
Posted on 27 Oct
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Nationality
Any Nationality
Gender
Not Mentioned
Vacancy
1 Vacancy
Job Description
Roles & Responsibilities
- Manage day-to-day office administration including correspondence, filing, and document control.
- Handle inquiries, emails, phone calls, and follow-ups with clients and suppliers.
- Maintain company records, contracts, and event documentation.
- Prepare quotations, purchase orders, and invoices in coordination with the finance team.
- Assist with visa, travel, and accommodation arrangements for staff (if needed).
- Support the operations team in planning, logistics, and coordination of event setups and dismantling.
- Coordinate with suppliers, venues, and internal teams to ensure timely delivery of materials and services.
- Maintain inventory of event equipment, props, and office supplies.
- Prepare event-related documents such as checklists, delivery notes, and schedules.
- Assist in managing freelancers, crew, and transport logistics.
- Communicate with vendors for quotations, bookings, and service confirmations.
- Ensure vendor invoices and payments are processed accurately and on time.
- Support the project team in coordinating with clients for approvals, permits, and other operational needs.
- Maintain records of event costs, supplier details, and operational reports.
- Prepare post-event documentation and support budget reconciliation.
- Assist management in preparing periodic operational and administrative reports.
- Bachelor s degree or diploma in Business Administration, Events Management, or related field.
- 2 5 years of experience in administration or operations, preferably in the events, media, or marketing industry.
- Proficient in MS Office (Word, Excel, PowerPoint) and Google Workspace.
- Excellent written and verbal communication skills (English required; Arabic is a plus).
- Knowledge of Dubai s event permitting, vendor processes, and logistics coordination is an advantage.
- Must be currently on a spouse visa and available in Dubai.
- Strong organizational and multitasking skills.
- Detail-oriented and proactive in problem-solving.
- Good interpersonal and communication abilities.
- Ability to work under pressure and meet tight deadlines.
- Team player with a flexible, can-do attitude.
- Based in Dubai office with occasional site visits to event venues.
- May require flexible working hours during event periods (evenings/weekends).
Desired Candidate Profile
- Bachelor s degree or diploma in Business Administration, Events Management, or related field.
- 2 5 years of experience in administration or operations, preferably in the events, media, or marketing industry.
- Proficient in MS Office (Word, Excel, PowerPoint) and Google Workspace.
- Excellent written and verbal communication skills (English required; Arabic is a plus).
- Knowledge of Dubai s event permitting, vendor processes, and logistics coordination is an advantage.
- Must be currently on a spouse visa and available in Dubai.
Company Industry
Department / Functional Area
Keywords
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Client of Careers International
https://careersinternational.zohorecruit.com/jobs/Careers/456931000063302127/
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