Office Administrator

About Rai

Rai is a premium home wellness and massage service dedicated to delivering an exceptional, seamless, and personalized experience to every client.

We are looking for a highly organized, proactive, and detail-oriented Office Administrator to support our daily operations and client experience.

The successful candidate will work closely with our Office Manager, learning all aspects of Rai's operations to ensure smooth business continuity and provide reliable administrative and operational backup.

Key Responsibilities

1. Client Communication & Booking Management

• Manage client inquiries, reservations, confirmations, rescheduling, and follow-ups through WhatsApp Business.

• Maintain professional, warm, and polished communication aligned with Rai's luxury service standards.

• Ensure booking information, client preferences, special requests, and appointment details are accurately recorded.

• Handle multiple conversations simultaneously while maintaining accuracy and responsiveness.

• Assist with client concerns and escalate sensitive matters when necessary.

2. Therapist Scheduling & Daily Operations

• Prepare and update daily therapist schedules and appointment allocations.

• Coordinate bookings based on therapist availability, service capabilities, client preferences, and locations.

• Communicate daily schedules, booking changes, and operational instructions to therapists.

• Monitor appointment progress and coordinate last-minute changes or cancellations.

• Support efficient scheduling to maximize daily booking capacity.

3. Driver & Transportation Coordination

• Coordinate driver schedules, therapist pickups, drop-offs, and client locations.

• Ensure efficient daily routing and timely arrivals for appointments.

• Communicate schedule adjustments promptly to drivers and therapists.

• Assist in resolving transportation or scheduling challenges during busy periods.

4. Administrative Reporting & Documentation

• Prepare, update, and maintain accurate daily, weekly, and monthly operational reports.

• Maintain customer databases, booking records, invoices, and therapist performance reports.

• Track appointment activity, cancellations, and other operational information.

• Ensure all records are organized, complete, and readily available to management.

• Prepare additional reports and administrative documentation as requested.

5. Accounting & Odoo System Support

• Upload and maintain invoices and supporting documents in Odoo.

• Ensure accurate and timely recording of transactions and invoice details.

• Coordinate with management and accounting personnel regarding missing documents or discrepancies.

• Maintain organized financial and administrative records.

6. Inventory, Laundry & Supplier Coordination

• Monitor inventory levels for massage products, towels, linens, and operational supplies.

• Track stock usage and identify restocking requirements.

• Coordinate orders and deliveries with approved suppliers.

• Manage laundry collections, deliveries, stock rotation, and follow-ups.

• Ensure all essential supplies are available to support daily appointments.

7. Office & Operational Support

• Support the Office Manager in overseeing day-to-day administrative and operational activities.

• Learn all existing office procedures, systems, reporting requirements, and workflows.

• Maintain accurate handovers and ensure continuity when the Office Manager is unavailable.

• Coordinate with therapists, drivers, suppliers, and management as required.

• Identify potential operational issues early and assist in finding practical solutions.

• Perform additional administrative and operational duties based on business needs.

Required Skills & Qualifications

• Previous experience in office administration, operations coordination, reservations, or customer service.

• Excellent written and spoken English.

• Strong organizational skills with exceptional attention to detail.

• Proven ability to multitask and work efficiently under pressure.

• Ability to handle multiple bookings, WhatsApp conversations, schedules, and urgent requests simultaneously.

• Strong problem-solving skills and ability to prioritize competing responsibilities.

• Proficiency in Microsoft Excel and general office applications.

• Experience with Odoo or similar accounting/ERP systems is an advantage.

• Ability to learn new systems and procedures quickly.

• Professional, dependable, and customer-focused.

• Ability to work independently with minimal supervision once trained.

• Previous experience in hospitality, spa, wellness, or service-based operations is an advantage.

What We Are Looking For

We are particularly interested in someone who is:

• A quick learner: Able to understand and learn fast.

• An excellent multitasker: Comfortable coordinating several activities at once without losing attention to detail.

• Calm under pressure: Able to respond effectively to busy schedules, unexpected changes, and urgent requests.

• Proactive and resourceful: Takes initiative, anticipates requirements, and solves problems.

• Reliable and accountable: Takes ownership of assigned responsibilities and follows through.

• Flexible and adaptable: Comfortable working in a dynamic environment where priorities can change quickly.

Pay: Up to AED2,800.00 per month

Work Location: In person