Office Administrator

Company Overview

Trelleborg Sealing Solutions is a global leader in engineered polymer solutions serving various industries worldwide. The Marine & Infrastructure division focuses on delivering long-term, impactful partnerships with engineers, contractors, and owners.

Position Summary

The Office Administrator will oversee the effective, professional, and compliant management of the Dubai office, supporting the IMEA organization with high-standard administrative and coordination services. This role acts as the central local contact for all office-related operations, including travel, visa and immigration management, insurance coordination, vendor relationships, facilities support, and business administration. It supports employees, management, visitors, and partners to ensure a smooth and service-focused office environment.

Primary Responsibilities

• Manage day-to-day office operations, including upkeep of supplies, equipment, and records.
• Coordinate office maintenance, logistics, vendor services, and contracts.
• Support IT-related office activities and maintain a safe, organized, and professional workspace.
• Organize travel arrangements for employees and external visitors, including booking flights, accommodation, transportation, and managing travel agreements.
• Administer UAE employment visa processes, residency permits, Emirates ID, medical fitness, and work permits, liaising with government agencies and service providers.
• Manage employee medical insurance coordination, enrolment, renewals, and related insurance queries.
• Oversee office facilities management, workspace allocation, health and safety, and compliance with lease and licensing requirements.
• Handle financial administration such as expense processing, vendor payments, budget tracking, and office equipment requests.
• Coordinate company meetings, events, workshops, employee engagement and wellbeing initiatives to enhance workplace culture.
• Provide administrative support to the regional leadership team, including scheduling, document preparation, and meeting coordination.
• Maintain consistent corporate branding and professional office presentation aligning with company values.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Office Management, Human Resources, Hospitality, or a related field.
• Additional certifications in Office Management, Administration, HR coordination, or Hospitality are an advantage.
• At least five years’ experience in office management, HR administration, executive assistance, or similar coordination roles.
• Proven understanding of UAE business operations, JAFZA administration, and immigration requirements.
• Experience coordinating visas, immigration, travel, insurance, and vendor management.
• Capability to liaise effectively with government bodies, external service providers, and internal stakeholders.
• Prior experience in multicultural and international corporate environments is preferred.

Benefits and Working Environment

• Engaging role within a global industrial company with opportunities for growth and career development supported by training programs.
• A supportive, family-like atmosphere equipped with modern facilities.
• Competitive salary complemented by a performance bonus.
• Generous annual leave entitlement.
• Participation in social and charitable events.
• Flexible working arrangements with a hybrid model.

Additional Information

Applications are encouraged from candidates of diverse backgrounds, including all nationalities, religions, genders, sexual identities, ages, and people with disabilities. Trelleborg fosters an inclusive environment that values unique experience and expertise, aiming to cultivate innovation from within.