Description
Job ResponsibilitiesOffice 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).