Office Administration & Premises Management

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).