Business Support Officer (Admin)

Job Description

Business Support Officer (Admin), 6 month FTC

Title: Business Support Officer (Admin), 6 month FTC

Location: Dubai, On-site, Shift Pattern

Reporting to: Head of OCC

Building on Swissport’s 25+ years of proven ground-handling expertise in executive aviation, PrivatPort’s represents our evolution into the future of private aviation services. Under this dedicated brand, we unite our trusted operational excellence with a fresh strategic vision and global growth mindset.

Rooted in Swiss precision and service excellence, PrivatPort delivers smooth and discreet journeys from runway to destination. By combining Swissport’s trusted operational standards with tailored, passenger-focused services, PrivatPort ensures the highest levels of safety, comfort, and efficiency across our global network.

Role Description

The Business Support Officer (Admin) is responsible for providing comprehensive administrative and operational support to PrivatPort’s OCC, based at the Dubai Airport Free Zone (DAFZA). This role encompasses government relations and visa processing through UAE authorities, human resources coordination, staff onboarding, facility management, licensing and regulatory compliance, insurance administration, and billing reconciliation. The position ensures that PrivatPort’s internal administrative framework operates efficiently and in full alignment with UAE federal law and DAFZA free zone regulations, enabling the OCC team to deliver seamless and professional services to clients.

Responsibilities

1.Facility & Office Management

• Oversee day-to-day operations of the PrivatPort DAFZA office, including maintenance, supplies procurement, and vendor management.
• Manage relationships with DAFZA facilities management, cleaning contractors, and service providers.
• Coordinate workplace health, safety, and security compliance in accordance with DAFZA and Dubai Civil defence requirements.
• Ensure office equipment is functional and arrange timely repairs, replacements, or upgrades as needed.
• Manage Ejari (tenancy contract) registration and renewals through the RERA portal, liaising with landlords and DAFZA property management.
• Assist in preparing and processing invoices, purchase orders, and vendor payments related to administrative and facility functions

2.Trip Support (Billing & Reconciliation)

• Act as the administrative support for OCC Dubai’s role as the sole commercial counterpart for all PrivatPort clients across the entire network — ensuring all billing flows are accurately recorded and processed.
• Receive, verify, and log inbound invoices from all local stations — whether PrivatPort-operated FBOs or Swissport commercial stations — for services rendered on behalf of clients.
• Support the preparation of consolidated client invoices issued by OCC Dubai, incorporating handling fees, trip support charges, and any applicable surcharges into a single, accurate client-facing invoice.
• Reconcile station invoices against trip records, ensuring all billable services are captured and discrepancies are identified and resolved promptly.
• Maintain an up-to-date billing register tracking the status of inbound station invoices and outbound client invoices across the network.
• Liaise with the Trip Support and operations teams to confirm service details, costs, and surcharge justifications ahead of invoice issuance.
• Support monthly billing reconciliation and expense reporting for the Trip Support department.
• Track operational expenditures against approved budgets and flag variances to management for review.
• Coordinate with the finance team on audits, cost reporting, petty cash management, and any ad hoc financial administrative requirements.

3.Staff Onboarding

• Manage employee onboarding logistics including document collection, DAFZA access card issuance, systems setup, and orientation scheduling.
• Support the process of employment contracts and maintain accurate personnel files in compliance with UAE Labour Law.
• Coordinate offboarding procedures including visa cancellations, final settlements, and DAFZA deregistration where applicable.
• Liaise with payroll and finance to ensure new hires and leavers are processed accurately and on time.

4.Visa & Government Relations (PRO Liaison)

• Oversee the end-to-end processing of employment visas, renewals and cancellations. Monitor MOHRE and GDRFA portals for compliance.
• Coordinate for medical screenings, Emirates ID appointments, and visa stamping for all employees.
• Liaise with HR/DAFZA authorities for free zone-specific applications, gate passes, and labour card processing.
• Stay updated on UAE Labour Law changes, DAFZA regulations, and ensure ongoing company compliance.
• Act as the primary point of contact with government bodies including GDRFA, MOHRE, DAFZA Licensing, and the Dubai Department of Economy and Tourism (DET) as required.
• Maintain a comprehensive tracker for visa statuses, Emirates ID expiry dates, insurance and renewal deadlines, providing proactive alerts to management.

5.Licensing & Regulatory Procedures

• Maintain a compliance calendar with upcoming renewal deadlines and proactively alert relevant stakeholders.
• Coordinate for the timely renewal of the company’s DAFZA Trade License, establishment card, and all associated regulatory certificates.
• Coordinate any additional permits required through the Dubai Department of Economy and Tourism (DET) or other Free Zone authorities (e.g., DMCC, DDA) as business needs dictate.
• Ensure corporate records are current and properly filed.

6.Insurance & Benefits Administration

• Administer employee group medical insurance in compliance with Dubai Health Authority (DHA) mandatory health insurance requirements, including enrolments, renewals, and claims coordination.
• Liaise with insurance brokers and providers to resolve claims, update policy schedules, and ensure accuracy
• Communicate employee benefit entitlements clearly and ensure new joiners are enrolled within required timelines.

Qualifications and Experience

Mandatory

• 5-8 years’ experience in an administrative, business support, or government relations role, within the UAE. Experience within a Dubai Free Zone environment (DAFZA, DMCC, JAFZA, or equivalent) is highly desirable. UAE driving license preferred.
• Demonstrable experience handling PRO/government relations functions in the UAE, with working knowledge of MOHRE and GDRFA online portals.
• Strong knowledge of UAE visa categories, Emirates ID procedures, DAFZA free zone regulations, and UAE Labour Law (Federal Decree-Law No. 33 of 2021).
• Experience in managing employee benefits, insurance administration, and HR records.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.

Good to have

• Prior experience in the aviation or trip support sector is a strong advantage.
• Familiarity with ERP or HR information systems (e.g., SAP, Oracle HCM, or equivalent) is desirable.
• Experience with billing reconciliation, petty cash management, and basic office administrative functions.
• Strong organizational skills with the ability to manage multiple priorities simultaneously and meet tight deadlines.
• High attention to detail, discretion, and a professional approach in handling sensitive information.

Education

Diploma or Bachelor’s Degree. Equivalent vocational training with relevant operational experience will be considered.