Office Administration & Facilities Management

About this role

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).