About the Role: Responsibilities, Skills, and Requirements
Ever found yourself being the calm in the middle of a paperwork storm? If you thrive on keeping things organized and love the satisfaction of a perfectly managed file, this Administrative Assistant & Document Controller role in Business Bay might be your kind of challenge. Our team is moving fast, and we’re looking for someone who’s ready to jump in and make a real difference—right where the action happens in Dubai’s buzzing business district.
About the Company
Picture a team that values clear communication, mutual respect, and a good sense of humor—especially when deadlines are close. We’re a recruitment company with a hands-on approach, helping businesses in Dubai find their perfect matches every day. Our office in Business Bay is a lively, multicultural space where collaboration is more than just a buzzword (and yes, we do actually celebrate birthdays, not just in a group chat). We’re growing quickly, so you’ll have a chance to shape how things run as we scale up.
What You’ll Be Doing
- Handling the day-to-day flow of documents: scanning, filing, archiving, and keeping digital and hard copies organized so nothing slips through the cracks.
- Supporting our team with admin tasks: think preparing reports, scheduling meetings, updating records, and managing correspondence.
- Coordinating with different departments: making sure everyone has the files or information they need, when they need it.
- Maintaining confidentiality: handling sensitive data with professionalism and integrity.
- Managing visa and accommodation paperwork for new hires or existing staff, ensuring compliance with UAE regulations.
- Helping improve our admin processes: if you spot a better way to do something, we want to hear it.
What You’ll Bring
Must-Haves:
- At least 1 year of hands-on experience as an Administrative Assistant or Document Controller (or both).
- Strong organizational skills—detail-oriented doesn’t even begin to cover it.
- Comfortable using Microsoft Office (Word, Excel, Outlook) and basic office equipment.
- Clear communication in English, both written and spoken.
- Currently inside the UAE and able to join on short notice.
Nice-to-Haves:
- Previous experience in a recruitment or HR environment.
- Familiarity with document control software or cloud-based filing systems.
- A knack for juggling multiple priorities without breaking a sweat.
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Salary package: AED 3,000 – 4,500 per month, depending on your experience.
- Visa, accommodation, and medical insurance provided—no extra headaches.
- Diverse team: We welcome applicants of any nationality and celebrate different perspectives.
- Central location in Business Bay, with easy access to public transport and all the city’s amenities.
- Supportive environment: You’ll be surrounded by people who want you to succeed and grow.
- Opportunities to advance: As our company expands, so do our team members’ roles and responsibilities.
Here, your knack for order and your can-do attitude will be truly appreciated. If you’re ready to take the next step in your administrative career, we’d be excited to meet you.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you describe your experience with scanning, filing, and archiving both digital and physical documents? How do you ensure everything is easy to retrieve?
- When managing multiple admin tasks—like preparing reports, scheduling meetings, and updating records—how do you prioritize your workload to meet tight deadlines?
- Tell us about a time you coordinated with several departments to deliver important information or documents. How did you handle any communication challenges?
- What steps do you take to maintain confidentiality and handle sensitive employee or company information?
- Have you managed visa or accommodation paperwork for employees before, especially in the UAE? What are some compliance requirements you always keep in mind?
- Are you familiar with any document control software or cloud-based filing systems? If so, which ones have you used, and how did they help you stay organized?
- Give us an example of a process you improved or streamlined in a previous admin or document control role. What prompted the change, and what was the result?
- Describe a situation where you had to juggle several urgent requests at once. How did you keep calm and ensure nothing was missed?
- How do you make sure your communication—whether written or spoken—is always clear and professional, especially when working with colleagues from different backgrounds?
- Our team values humor and mutual respect, especially when things get busy. How do you contribute to a positive, collaborative office culture?
- What motivates you to bring your best to an administrative support role, even during routine or repetitive tasks?
- If you spotted a recurring inefficiency in our admin processes, how would you approach sharing your idea and getting buy-in from the team?
- Joining a fast-growing company means things can change quickly. How do you adapt to shifting priorities or new responsibilities?