Administration Officer- 100% (M/F)

ARX is a global network of specialists in engineering, design, and architecture. Our team offers 360-degree consulting, project management, and technical services in: airports, bridges, buildings, cableways, digital innovation, environment, equipment, geology, geotechnics, hydropower, metros, nuclear plants, oil & gas, pipelines, ports, railways, river engineering, roads, traffic, tunnels, and water/wastewater treatment. With offices across Europe, North and South America, Asia, Africa, and Oceania, our agile task force combines global expertise with local know-how. The result is our uniquely "glocal" approach, which allows us to meet the specific needs of each community while incorporating international best practices. At ARX, smart minds strive for a sustainable future, transforming communities one innovative project at a time. People are the heart and soul of ARX. We are a home for innovators, visionaries, and experts to develop talents, launch careers, and collaborate with fellow specialists. ARX values individuals. Believing their brilliance and determination will provide solutions to tomorrow's challenges, we welcome professionals who will both benefit from and enrich our team. ARX marks a significant expansion into the Middle East with its offices in UAE and KSA. This underscores our dedication to innovation and engineering excellence, bolstering our position in the dynamic GCC market. For our site office in Abu Dhabi, we are looking for Administration Officer- 100% (m/f) The ideal candidate will be a highly organized, proactive, service-oriented, and tech-savvy professional with proven experience in office administration, travel coordination, and business/visit visa support within the UAE. The candidate must have high technical aptitude and the ability to quickly learn and adapt to new HR, administrative, workflow, and business management platforms. The role requires strong follow-up skills, attention to detail, a positive attitude, independence, and a strong sense of ownership. Responsibilities: - Manage the full day-to-day administration of the Abu Dhabi office, ensuring the office is well maintained, organized, and operating smoothly. - Act as the main point of coordination for Abu Dhabi office administrative matters, including office access, seating arrangements, onboarding logistics, couriers, pantry supplies, stationery, and general office services. - Coordinate with building management, maintenance teams, suppliers, vendors, and other service providers to ensure timely resolution of office and facility-related requirements. - Oversee office supplies, access cards, service renewals, invoices, and administrative records, ensuring proper follow-up and coordination with Finance where required. - Support new joiner arrangements, employee documentation support, internal communication, and general administrative assistance in coordination with HR. - Ensure company office policies, administrative procedures, and internal standards are followed consistently within the Abu Dhabi office. - Coordinate business travel arrangements for employees, including flight bookings, hotel reservations, transport arrangements, travel schedules, approvals, and supporting documentation. - Liaise with employees, project teams, management, travel agencies, and service providers to understand travel requirements and secure suitable, cost-effective travel options in line with company policy. - Maintain accurate records of travel bookings, approvals, invoices, itineraries, and related documentation for reference and follow-up. - Coordinate business and visit visa requirements for employees travelling on business trips, including review of destination requirements, preparation of supporting documents, and follow-up on application status. - Liaise with embassies, consulates, visa service providers, and travel agencies where required for business/visit visa applications, appointments, invitation letters, travel insurance, hotel bookings, and related documentation. - Maintain organized records of business/visit visa applications and travel documents, ensuring timely follow-up until completion. - Coordinate with Dubai HR/Admin teams to ensure consistency in administrative practices, employee support, travel coordination, and office-related processes across branches. - Obtain quotations, compare vendor/service options, coordinate approvals where required, and support cost-conscious administration and facility management practices. Requirements: - Bachelor's degree in business administration, Management, Human Resources, or a related field. - Minimum 5 to 8 years of relevant experience in office administration, administrative management, or a similar role. - Mandatory experience in the Middle East, with a strong understanding of the UAE business environment and professional services landscape. - Prior experience in an independently managed office environment is preferred, ideally within an engineering consultancy, construction, professional services, or project-based organization. - Proven experience working in a fast-paced, multi-stakeholder environment with the ability to manage multiple priorities effectively. - Strong digital and HR technology skills, with the ability to work confidently across modern HR, administrative, workflow, collaboration, and business management platforms. - Demonstrated ability to quickly learn and independently adopt new digital tools and systems, with minimal guidance. - Experience with HR systems, workflow automation, employee management platforms, task/project management systems, digital document management, or similar business applications is highly desirable. - A proactive mindset toward digitalization, automation, and process improvement, with an interest in using technology to improve efficiency. - Strong organizational and time-management skills, with the ability to prioritize and work independently. - Excellent communication and interpersonal skills, with a professional and service-oriented approach. - Strong attention to detail and accuracy, particularly when handling confidential or business-critical information. - Solution-oriented, self-motivated, and comfortable taking ownership and following matters through to completion. - Strong ability to build effective working relationships with colleagues, management, and external stakeholders. - High level of confidentiality, discretion, and professionalism when handling employee and company information. - Immediate joiners will be highly preferred. We Offer: - Opportunity to collaborate with a forward-thinking, synergistic, and innovative team. - Exposure to cutting-edge projects driving Middle East / North African regions development. - Personalized professional growth and developmental avenues tailored to your career aspirations. If you would you like to join our highly motivated and very successful team please send us your complete application!