Office Administration & Premises Management

About this role

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).