Office Administration And Facilities Management

Description

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).

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