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).