HR Administrator - Office Operations

the Real Estate HR function by combining reception responsibilities with office coordination, document management, purchasing support, and logistical administration. The role acts as a central point of contact for employees, visitors, vendors, and internal stakeholders while ensuring the HR office remains organized, functional, and professionally presented.

The position also contributes to employee experience by coordinating meetings, interviews, workshops, office events, onboarding materials, facilities services, and routine administrative requirements. Accuracy, responsiveness, confidentiality, and strong organization are essential because the role supports multiple HR processes and stakeholder groups simultaneously.

Key Responsibilities

* Act as the first point of contact for the HR Department and provide professional assistance to employees, visitors, vendors, and external stakeholders.
* Manage incoming telephone calls, enquiries, and requests while directing matters to the appropriate HR contact.
* Record accurate messages and ensure important requests are followed up promptly.
* Maintain familiarity with company policies and procedures to provide appropriate guidance on routine employee enquiries.
* Handle sensitive or confidential matters professionally and with appropriate discretion.
* Maintain the overall condition, presentation, and functionality of Human Resource office areas.
* Monitor meeting rooms, office facilities, furniture, equipment, and shared spaces to ensure operational readiness.
* Coordinate outsourced pantry personnel and liaise with cleaning, catering, plant maintenance, pest control, and other service providers.
* Arrange logistical support for HR meetings, workshops, interviews, and internal events.
* Coordinate meeting room preparation, refreshments, catering, equipment, and attendee requirements.
* Organize team celebrations, employee gatherings, and HR events in cooperation with the HR Administrator and wider team.
* Prepare interview documentation in advance and ensure relevant materials are available to HR Business Partners.
* Set up WebEx interviews, video conferences, and virtual meetings while addressing basic logistical requirements.
* Ensure meeting rooms are reset after use and that visitors and attendees receive appropriate support.
* Maintain a tracker for incoming and outgoing documents and ensure records remain complete and current.
* Protect documents from loss, misfiling, or unauthorized handling.
* Maintain and update the Real Estate Telephone Directory and circulate revised information to relevant stakeholders.
* Update probation trackers in coordination with Onboarding Specialists and communicate approaching deadlines.
* Monitor office IT inventory including laptops, monitors, and other assigned equipment.
* Maintain adequate stock of induction packs and notify onboarding teams when replenishment is required.
* Prepare RFAs and LPOs for HR-related purchases and administrative procurement requirements.
* Track LPO processing, supplier documentation, and vendor payment requirements to support timely completion.
* Distribute Etisalat billing information to relevant HR team members and coordinate submission to Finance.
* Support the HR team with employee queries, office administration, internal gatherings, and routine operational requirements.
* Coordinate the activities of the assigned HR driver and provide logistical instructions when necessary.

Ideal Profile

Candidates should hold a degree or diploma, while an additional qualification in Office Administration is advantageous.

The position requires 3-5 years of experience in an administrative, receptionist, office coordination, or similar support role within a large organization. Previous exposure to HR administration or a corporate office environment will be particularly useful.

Strong written and verbal communication skills are essential, together with the ability to interact professionally with employees, senior stakeholders, visitors, and external suppliers. Candidates should be comfortable handling confidential information and responding appropriately to sensitive enquiries.

The successful candidate should be highly organized and capable of balancing front desk duties, document tracking, meeting coordination, facilities requirements, purchasing tasks, and multiple deadlines within a busy office environment.

Skills Set

* HR administration
* Office administration
* Administrative support
* Front desk coordination
* Visitor management
* Telephone handling
* Employee query support
* Office management
* Meeting room coordination
* Interview administration
* WebEx
* Video conferencing
* Meeting logistics
* Event coordination
* Document tracking
* Records management
* Confidential document handling
* Telephone directory management
* Probation tracking
* Onboarding support
* IT equipment inventory
* Induction pack management
* RFA preparation
* LPO processing
* Vendor coordination
* Procurement administration
* Invoice coordination
* Etisalat billing
* Facilities coordination
* Supplier management
* Microsoft Office
* Customer service
* Administrative reporting

Why Join Us

This role offers broad exposure to HR operations within a large Real Estate business, making it suitable for an administrator who wants to develop beyond traditional reception duties. The position provides practical experience across employee support, office management, onboarding administration, purchasing coordination, document control, vendor management, and HR event logistics.

Working within Al-Futtaim also provides the stability of an established regional organization and opportunities to strengthen administrative capabilities while supporting a busy HR function. The varied responsibilities can provide a strong foundation for future development into HR coordination, office management, executive support, or broader corporate administration roles.

About the Company

Al-Futtaim is a diversified regional group headquartered in Dubai with operations across real estate, automotive, retail, financial services, and healthcare. Its Real Estate business manages major property developments and commercial assets while supporting employees through centralized corporate, HR, administrative, and operational functions.