Job Description

Roles & Responsibilities

Main Responsibilities

Front of House & Office Services

Act as the first point of contact for visitors and employees, ensuring a professional welcoming experience.

Maintain continuous Reception Desk coverage, coordinating breaks with Office Services Manager and regional reception team as needed.

Manage incoming calls in accordance with firm protocols, ensuring accurate and timely routing.

Manage incoming and outgoing office mail and packages, ensuring accurate distribution and record-keeping.

Coordinate meeting room setups and breakdowns, ensuring readiness for internal and client-facing engagements.

Facilitate access and workspace arrangements for visiting staff and guests.

Provide first-line troubleshooting for Zoom room setups; escalate to IT Helpdesk when needed.

Maintain conference room calendars and ensure all spaces are client ready.

Work with Office Services Manager to monitor and replenish office pantry and supply areas, manage inventory, coordinate with vendors, and ensure purchases align with the office budget.

Maintain copy/print areas, ensuring they are fully stocked and equipment is in good working order.

Support planning and execution of office events, including firm-wide gatherings and community initiatives.

Conduct regular floor walks to identify and address maintenance or concierge needs.

Liaise with building management on office security, temperature, and maintenance issues.

Coordinate office service requests, monitor space utilization, and support office moves or reconfigurations as required.

Administrative Support

Deliver timely and accurate administrative support via the firm’s real-time ticketing system (HALO).

Establish and maintain relationships with office vendors; monitor performance and assist with contract management.

Coordinate with external vendors for document production tasks including photocopying, scanning, printing, binding, and courier arrangements.

Process invoices and expense claims using Chrome River.

Assist with attorney admissions, registration, and membership renewals.

Assist with basic compliance and registration tasks on the DIFC portal and DLAD system, maintaining firm records and licenses.

Support local and international travel arrangements for attorneys and staff, including flights, hotels, and transfers, in line with firm policies.

Contribute to planning and coordination of Business Development (BD) meetings, events, and client dinners.

Maintain and update client contact information in the firm’s CRM system (OnePlace).

Provide calendaring and scheduling support to client matter teams.

Ensure local office intranet pages are current and accurate.

Perform additional administrative duties as required to support the business.

About the Candidate

Minimum 2 years of administrative experience in professional services, corporate, or legal environments.

Prior experience working in DIFC environment; familiarity with DIFC or DLAD administrative portals is a strong advantage.

Knowledge of Arabic is an asset.

Reliable and consistent attendance is essential.

Collaborative and team-oriented; committed to supporting local and global colleagues.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Self-motivated and detail-focused, with strong organizational skills and the ability to manage multiple priorities.

Comfortable working under pressure and meeting tight deadlines.

Uses sound judgment aligned with firm policies and regulations.

Adaptable and able to collaborate across departments in a fast-paced environment.

Responsive, positive, and flexible attitude.

Professional and effective communicator with colleagues, vendors, and clients.

Administrative Assistant, Dubai
Kobre & Kim

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