Office Manager (Maternity Cover)

The Office Manager (temp) provides high quality service and support to a growing Dubai office. The role will be challenging, diverse yet rewarding. The Dubai Office Manager will play a key role in ensuring strong lines of communication between all departments within the Dubai and KSA Offices.

Responsibilities:

• Administrative, facilities, office coordination, and HR support to Dubai & Saudi offices.
• Oversee complex travel arrangements for employees Regionally and Internationally (including Visa applications, accommodation, car rentals and flights), arranged by the travel coordinator (Administrative Support Group Team).
• Provide full administrative support including internal memos, outside correspondence, creating and maintaining filing systems, following up on projects, mailings.
• Coordination of office and customer meetings/visits/events/travel and preparation for in-house trainings.
• Assist HR in organizing company meetings, events, catering, setting up of venues.
• Coordination and on-site support of senior management visits and internal events.
• Negotiates best market quality & cost for office supplies, equipment, and employee benefit suppliers. Company vendor reconciliation.
• Facilities liaison including maintaining an impeccable office environment, locating necessary refurbishes/maintenance, and managing schedules as arranged by the Facilities Assistant.
• Coordinate office expansions, fit out projects, upgrades and refurbishments with key stakeholders, both internally and externally.
• Negotiate and review maintenance and utilities contracts for the ME offices, and keep accurate records of maintenance work carried out.
• Responsible for Work Health & Safety in ensuring that requirements are met and that all documentation is in place and kept current.
• Provide regular reporting as directed.
• Work with the in-house counsel to ensure that all data protection requirements are met and that all the documentation is in place and up to date.
• Other responsibilities assigned by the HR Manager, Local Management Team, and visiting senior executives.

Qualifications:

• Excellent English language skills are essential. Any additional language of advantage.
• At least 5 years of experience as an Office Manager/Senior Administrator in a fast-paced environment.
• Experience in coordinating office moves and fit outs of advantage. 
• Strong organisational, interpersonal, and written communication skills.
• Organised and enthusiastic are the key words, autonomy and adaptability are critical.
• Ability to work effectively in a “team” environment.
• Ability to work flexibly on changing priorities.
• Excellent attention to detail, proof reading and grammatical skills.
• Advanced Microsoft Office - Word 7.0, Excel, PowerPoint, Outlook.
• Education: Bachelor’s Degree (3-4 years).