Overview :
We are currently recruiting an Entry-Level Administrative Assistant (Remote) to provide day-to-day operational support across the UAE, Kuwait, Qatar and Saudi Arabia markets. This position is best suited to an individual who values structure, precision, and consistency, and who enjoys maintaining orderly systems that enable teams to operate efficiently. You will contribute to smooth business execution by ensuring records are accurate, trackers are current, and administrative workflows are completed, documented, and easy to audit.
The core of this role is process adherence, data accuracy, and reliable follow-through. You will be responsible for maintaining and improving the quality of information in spreadsheets and trackers, verifying completeness, standardizing formats, and ensuring tasks move through the pipeline without slipping. Your work will directly support multiple internal stakeholders by reducing errors, eliminating inconsistencies, and keeping key operational information accessible and up to date.
This is an entry-level opportunity, and extensive prior experience is not required. Success in this role depends primarily on your ability to follow written instructions, execute repetitive tasks without compromising accuracy, and communicate clearly when information is missing, inconsistent, or requires clarification. Candidates who perform well will develop strong operational fundamentals and may progress into broader roles in administration, operations coordination, reporting, or quality assurance.
Key Responsibilities (Daily and Ongoing)
1) Data Administration and Record Integrity
- Update spreadsheets and internal trackers daily based on new inputs and operational changes.
- Ensure uniform formatting across all records, including names, email addresses, phone numbers, country fields, and internal notes.
- Identify duplicate entries, consolidate where appropriate, and correct obvious data errors (e.g., invalid phone formats, incorrect country assignments, incomplete fields).
- Validate that mandatory fields are completed and escalate gaps or inconsistencies for resolution.
- Maintain clean, structured datasets to support faster execution for operations and customer-facing teams.
2) Request Intake and Task Coordination
- Triage incoming requests and categorize them accurately (administrative actions, follow-ups, approvals, documentation requirements, and time-sensitive items).
- Assign or route requests to the appropriate team member and record each item in a tracking system.
- Monitor progress and update statuses until tasks are fully completed and properly documented.
- Issue reminders and follow-ups for overdue actions, missing supporting materials, or incomplete submissions.
- Maintain clear, professional written communication to minimize back-and-forth and reduce delays.
3) Tracker Management, Reporting, and Daily Summaries
- Maintain operational trackers covering: new records created, records reviewed/cleaned, items completed, items pending, and required follow-ups.
- Provide concise end-of-day updates summarizing completed work, outstanding items, and next-day priorities.
- Surface blockers promptly (e.g., missing information, unclear instructions, pending approvals) to ensure timely resolution.
- Identify recurring quality issues (frequent missing fields, repeated formatting problems, common error types) and report trends to support process improvement.
4) Scheduling and Coordination Support (As Required)
- Provide light scheduling support by confirming availability and updating calendars when requested.
- Send confirmation messages and reminders to ensure steps are completed on time and meetings are not missed.
- Track completion for onboarding actions and internal checklists, ensuring progress is visible and properly recorded.
- 5) Quality Assurance and Documentation Standards
- Perform final accuracy checks before submission or handover, ensuring data is complete, consistent, and reliable.
- Maintain naming conventions and folder discipline for files, trackers, and documentation.
- Ensure documentation is orderly and current so stakeholders can locate information quickly and act without delay.
- Support continuous operational efficiency by maintaining high standards of record hygiene.
Performance Standards
- Accuracy: consistently low error rate and careful validation of work
- Productivity: steady daily throughput aligned to assigned priorities
- Communication: timely escalation of blockers and clear clarification requests
- Organization: disciplined file management, standardized formatting, and reliable documentation
- Accountability: tasks are closed out fully, tracked correctly, and supported with appropriate notes
Requirements
- Proficiency with Google Sheets and/or Microsoft Excel, including formatting, data entry, and basic record management
- Strong attention to detail and the ability to follow SOPs and documented workflows precisely
- Clear written communication skills and professional tone in messages and updates
- Stable internet connection and the ability to work independently in a remote environment
- Entry-level candidates are encouraged to apply; training and structured guidance will be provided
Work Arrangement
Employment Type: Full-time or part-time options depending on operational demand
Location: Remote
Schedule: Flexible working windows, with an expectation of consistent and reliable availability
