Office Administrative Assistant

Admin cum Facility Point of Contact (POC)

Company:

Location:

Experience Required:

Salary:

Availability:

About Us:

Acquara is a leading global financial outsourcing organization that delivers a broad range of financial services across Financial Outsourcing, investment banking, Mergers & Acquisitions, investment management, & Financial Advisory along with Human resource Management & IT services to a large and diversified client base that includes corporations, financial institutions, governments, & individuals. Founded in 2010, the firm is headquartered in UAE and maintains offices in all major financial centres around the world i.e. Singapore, UK & India. 12+ years of global experience & a team of 450+ experts enable us to deliver innovative solutions to complex & challenging projects

We are looking for a smart, efficient, and proactive Admin cum Facility POC to anchor our front office, administration, and facilities management function.

Key Responsibilities (KRAs):🛎 Front Office & Admin Management

• Welcome visitors and manage front desk activities (calls, mails, couriers, guest coordination).
• Handle scheduling and availability of meeting rooms.
• Maintain a clean and professional reception and office environment.

🗂 Office Administration & Documentation

• Maintain records for attendance, access cards, visitor logs, and employee IDs.
• Track daily administrative tasks like inventory management, courier dispatch, and filing.
• Assist HR and other departments with document handling and logistics during onboarding or events.

🧾 Vendor & Facility Management

• Identify, negotiate, and coordinate with facility vendors (housekeeping, pantry, repair, courier, etc.).
• Ensure service-level compliance and timely renewal of AMCs (Annual Maintenance Contracts).
• Maintain vendor records, contracts, and payment logs in coordination with the accounts team.
• Escalate and resolve facility-related issues promptly to avoid disruptions.

📦 Procurement & Asset Tracking

• Procure office supplies and ensure optimal stock levels at all times.
• Keep updated logs of company assets and ensure issuance/return procedures are followed.
• Assist in periodic internal audits of administrative assets and consumables.

📘 Log Management

• Maintain detailed and up-to-date logs for:
• Visitor entries and exits
• Vendor check-ins and service details
• Office supply movements and consumption
• Maintenance and facility issue tracking
• Generate periodic reports for internal reviews.

Candidate Profile:

• Graduate in any discipline.
• 2–3 years of experience in Admin/Front Office/Facility Management roles.
• Strong verbal and written communication skills.
• Proficient in MS Office (Word, Excel, Outlook).
• Good negotiation and vendor coordination skills.
• Highly organized with attention to detail and a problem-solving attitude.

Why Join Us?

• Fast-paced and collaborative work culture.
• Autonomy and ownership of responsibilities.
• Opportunities to work closely with leadership and cross-functional teams.

Industry

• Outsourcing and Offshoring Consulting

Employment Type

Full-time