Office Administration & Premises Management

Job Responsibilities

Office Administration & Premises Management

\- Handle office procurement to ensure full stock of pantry supplies.

\- Take inventory of stationery and submit purchase orders as needed.

\- Liaise with contractors and building property management to coordinate office repairs, maintenance, and daily upkeep.

\- Coordinate cleaning staff and arrange cleaning schedules, as well as various administrative support tasks.

\- File office ledgers, vendor contact information, and all administrative documents.

\- Manage incoming and outgoing couriers and goods delivery as required.

\- Oversee meeting room administration and provide comprehensive office logistics support.

\- Administer staff access control cards, including new card applications and replacement services.

\- Cooperate with external vendors to produce access cards, staff ID badges, and fulfill ad-hoc printing requests.

\- Manage the allocation of employee parking spaces, update parking allocation and modification records in internal systems to guarantee data accuracy.

\- Ensure smooth daily operation of the Dubai office; escalate unexpected emergencies for timely resolution.

Finance, Budget & Vendor Management

\- Process payment procedures for office rent, utility bills, and fees charged by service and supply vendors.

\- Track office expenditure budgets and control all expenses to avoid exceeding approved budget limits.

\- Review, log, and archive invoices to guarantee timely document submission and scheduled payments.

\- Engage external suppliers and service providers to meet business operational demands.

Employee Support & HR Coordination

\- Address daily administrative requests raised by employees.

\- Arrange full logistics for new hire onboarding, including welcome gifts and all HR-matching supporting matters.

\- Collaborate with the HR team to design and implement team-building activities, holiday celebrations, and employee welfare initiatives.

IT Support & New Hire Onboarding Assistance

\- Maintain regular communication with local IT maintenance teams, and synchronize critical incidents with the Group’s headquarters IT team.

\- Assist IT specialists in setting up laptop equipment for newly joined employees.

\- Liaise with relevant technical support teams to process IT equipment applications and equipment fault troubleshooting.

Mandatory Job Requirements

\- Outstanding overall planning and time management capabilities.

\- Able to prioritize tasks and independently deliver multiple concurrent assignments.

\- Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).