Administrative/PRO Specialist

Job description

Role Overview:

We are looking for an experienced and proactive Senior Business Associate to lead our PRO (Public Relations Officer) and administrative functions. You will manage all government-related transactions, keep the company compliant with local regulations, and run day-to-day office operations smoothly. This role suits a detail-oriented professional who knows UAE government procedures well, builds strong relationships with authorities, and can handle multiple priorities independently.

Key Responsibilities:

PRO & Government Relations
• Handle end-to-end visa processes, including entry permits, medicals, Emirates ID, and labour-related transactions with MOHRE such as renewals, cancellations etc.
• Liasoning with government entities including GDRFA/ICP, MOHRE, Department of Economy/DED, free zone authorities, municipality, and Amer/Tasheel centres.
• Obtain, renew, and amend trade licenses, establishment cards, and other company permits on time.
• Handle document attestation, legal translations, and notarization as required.
• Track expiry dates for all company and employee documents and start renewals ahead of deadlines to avoid fines.
• Keep up to date with changes in government regulations and advise management on compliance.
• Manage employee and dependent medical insurance, including additions, renewals, and cancellations, and coordinate with insurance providers.

Administration & Office Management
• Oversee daily office operations, including facilities, supplies, maintenance, and vendor coordination.
• Maintain accurate and organized records of company documents, employee files, licenses, and contracts, both physical and digital.
• Manage tenancy contracts, Ejari registration, utility accounts, and office-related agreements.
• Support HR with onboarding and offboarding logistics, including documentation, onboarding kits, procure assets etc.
• Prepare administrative reports, correspondence, and letters for management.
• Ensure pantry, grocery, and office supplies are replenished on time
• Manage petty cash and process admin-related invoices and expenses.
• Act as the main point of contact between the company and government bodies.

HR Support:
• Handle onboarding and offboarding logistics including onboarding kits, office accesses, biometrics, asset recovery, coordinating email and access deactivation with IT, and visa and insurance cancellations
• Coordinate logistics for employee engagement activities such as birthdays, farewells, offsites, and R&R events, including certificates etc.
• Manage employee travel bookings, including flights, hotels, and transport, and coordinate with travel vendors.
• Procure laptops and other assets, and ensure they are set up before new employees join.
• Maintain the asset register, handle asset assignment, resets, and recovery from existing employees.

Qualifications:
• 4+ years of experience in PRO and administrative roles in the UAE, with at least 2 years in an independent capacity.
• Proven experience handling mainland and/or free zone company transactions.
• Strong knowledge of UAE labour, immigration, and licensing procedures.
• Hands-on experience with government portals and systems (e.g. ICP, GDRFA, MOHRE, Tasheel, Amer, Tas-heel/free zone portals).
• Excellent organizational, time-management, and follow-up skills.
• Proficiency in MS Office (Word, Excel, Outlook).
• Fluent in English and Arabic.