Office Assistant

Role overview

TXM Solutions is looking for an Office Assistant to join its team in Jebel Ali, Dubai. This is a full-time, on-site role focused on keeping the workplace running smoothly, supporting day-to-day office operations, and assisting staff, guests, and management with a range of administrative and facility-related tasks.

What you will do

• Provide refreshments such as tea, coffee, water, and similar items to employees, management, visitors, and guests in a courteous and professional way.
• Make sure refreshments are available on time for meetings, interviews, management visits, and company functions.
• Keep the pantry tidy, sanitary, and well arranged throughout the day.
• Track pantry stock, including beverages, milk, sugar, disposable items, cleaning materials, water, and other consumables.
• Help maintain a clean and orderly environment across the reception, pantry, meeting rooms, desks, office areas, and shared spaces.
• Prepare meeting rooms before and after meetings so they are clean, arranged properly, and ready to use.
• Check office spaces regularly to ensure hygiene, cleanliness, and safety standards are being met.
• Liaise with housekeeping, maintenance, or external service providers when support is needed.
• Escalate maintenance concerns, damage, repairs, or safety issues to the relevant department or manager without delay.
• Support basic administrative work such as photocopying, scanning, printing, binding, filing, and document organization.
• Move letters, files, documents, and other office materials to the right teams or employees.
• Keep filing systems and records organized and up to date.
• Assist staff with routine administrative tasks whenever required.
• Prepare documents, envelopes, packages, and related items for internal or external delivery.
• Handle incoming and outgoing mail, courier items, and document dispatch.
• Receive courier parcels, log them if required, and distribute them to the correct people.
• Work with courier companies and delivery partners as needed.
• Ensure outbound documents and parcels are packed, labeled, and sent out on time.
• Set up office spaces for training sessions, internal meetings, client visits, and company events.
• Support the planning and arrangement of company events under the direction of senior management.
• Help serve guests and keep event areas clean during and after events.
• Monitor stationery, pantry items, cleaning supplies, and other office materials on a regular basis.
• Notify the relevant person when supplies are running low and need to be replenished.
• Assist with ordering, receiving, checking, and storing office and pantry items.
• Store supplies properly and use them efficiently.
• Welcome and direct visitors to the correct office, meeting room, or staff member.
• Coordinate with vendors, clients, visitors, and service providers as instructed by management or administration.
• Support employees and visitors in obtaining JAFZA gate passes when required.
• Help with opening the office each day by preparing the pantry, meeting rooms, common areas, and workspace for operations.
• Ensure office equipment, lights, air conditioning, and meeting rooms are ready for use where applicable.
• Carry out end-of-day closing tasks, including checking office areas, switching off equipment and lights where needed, and confirming the workplace is secure.
• Report unusual activity, security concerns, or other office issues immediately to the appropriate person.
• Run office errands assigned by management or the administration team.
• Assist with purchasing small office or pantry items when needed.
• Offer general support across departments and to employees as required.
• Take on other office support duties assigned by management from time to time.

Requirements

• Strong spoken and written English communication skills.
• At least a high school diploma or an equivalent qualification.
• A minimum of 6 years of relevant UAE experience in a similar role.
• Experience in the hospitality sector is an added advantage.
• Professional appearance, good grooming, polite behavior, and a presentable demeanor.
• Working knowledge of office support work, pantry handling, housekeeping standards, and basic administration.
• Dependable, punctual, and well organized, with the ability to work under limited supervision.
• Ability to follow instructions accurately and manage several tasks efficiently.

Working schedule

The regular workweek is Monday to Friday from 8:00 AM to 5:00 PM. Saturday work may be required only when needed.

Additional details

This position is based in Jebel Ali, Dubai, United Arab Emirates.