Office Assistant & Visa Coordinator

ISS International SpA Abu Dhabi Branch is looking for an Office Assistant & Visa Coordinator to be based at our office in Abu Dhabi.

Roles & Responsibilities:
1. Office & Administrative Support

• Manage incoming and outgoing correspondence (emails, letters, official communications)

• Organize meetings, appointments, and business travel arrangements

• Prepare, format, and file documents, reports, and presentations

• Handle office coordination, telephone communications, and visitor reception

• Support management and coordinate with internal departments and external suppliers

• Request purchase quotations and manage office supplies procurement.

• Manage leases, including handling lease expirations, renewals/extensions, insurance certificates, and internal documentation requests.

2. Visa & Immigration Coordination

• Manage end-to-end processes for work visas, residence visas, Emirates ID, medical tests, health insurance and permits

• Track visa, residence & work permits and insurance expiry dates and ensure timely renewals

• Coordinate with PRO for all the applications related to Immigration authorities, MOHRE, ICP, and CICPA.

• Prepare and verify documentation for employees, consultants, and visitors

• Support employee onboarding and offboarding processes

• Ensure compliance with UAE labour and immigration regulations

3. Logistics Coordination

• Arrange travel logistics including flights, accommodation, and transportation

• Coordinate staff mobilization and demobilization

• Organize training and certifications (BOSIET, CICPA, H2S, medicals, etc.)

• Manage site access passes, ID badges, and security clearances

• Coordinate and maintain occupancy records for the guest houses, and liaise with the cleaning service provider to ensure proper cleaning services for both the guest houses and the office

Skills & Competencies

• Strong organizational and time-management skills

• High attention to detail and accuracy

• Ability to manage multiple tasks and meet deadlines

• Excellent communication and interpersonal skills

Qualifications & Experience

• Diploma or Bachelor’s degree in Administration, Business, or a related field

• 2–5 years of experience in secretarial, HR, or logistics roles

• Proven experience with UAE visa and immigration procedures

• Familiarity with MOHRE, ICP processes is an advantage

Language & IT Skills

• Fluent in English (written and spoken)

• Knowledge of Arabic is an advantage

• Proficient in MS Office (Word, Excel, Outlook)