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).