Office Administration & Facilities Management

Job Responsibilities

• Office Administration & Facilities Management - Conduct office procurement to ensure sufficient supplies in the pantry.
• - Take inventory of stationery and place purchase orders as needed.
• - Liaise with contractors and building management to coordinate office repairs, maintenance, and daily upkeep.
• - Coordinate cleaners to arrange cleaning schedules and various administrative support tasks.
• - File office ledgers, supplier contact information, and all administrative documents.
• - Manage courier collection, delivery, and shipments on demand.
• - Oversee meeting room arrangement and general office logistics support.
• - Administer staff access cards, including new card applications and replacements.
• - Coordinate with external vendors for access cards, staff ID badges, and ad-hoc printing requests.
• - Manage staff parking allocation, update parking assignments, and changes in the system to guarantee data accuracy.
• - Ensure smooth daily operation of the Dubai office; escalate emergent issues in a timely manner.

Finance, Budget & Vendor Management

• - Process payments for rent, utilities, service providers, and suppliers.
• - Track office budgets and control expenditures to keep costs within approved limits.
• - Review, record, and file invoices to ensure timely submission and payment.
• - Engage external suppliers and service providers in accordance with business requirements.

Employee Support & HR Coordination

• - Address daily administrative requests from employees.
• - Arrange onboarding logistics for new hires, including welcome gifts and HR-related arrangements.
• - Collaborate with the HR team to plan and execute team-building activities, holiday celebrations, and employee engagement initiatives.

IT Support & New Joiner Assistance

• - Maintain regular communication with local IT support; escalate urgent issues to HQ IT team.
• - Assist IT staff with laptop setup for new employees.
• - Coordinate with relevant technical teams for IT equipment applications and troubleshooting.

Mandatory Requirements

• - Excellent organizational and time management skills.
• - Ability to prioritize tasks and handle multiple concurrent assignments independently.
• - Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).