Administrative Manager

Insilico Medicine; Abu Dhabi; On-site; AED 120,000 - 200,000; Full time

Job summary

A cutting-edge technology firm seeks an Administrative Manager to ensure efficient office operations. Responsibilities include managing administrative workflows, coordinating travel logistics, and preparing reports. The ideal candidate should have a bachelor's degree in business, 3-4 years of office administration experience, and strong skills in MS Office and data analysis. This role offers a dynamic environment in Abu Dhabi.

Qualifications

• 3-4 years of experience in office administration.
• Highly proficient in MS Office applications.
• Ability to work autonomously and as part of a team.

Responsibilities

• Manage administrative procedures and operational workflows.
• Coordinate domestic and international travel arrangements.
• Prepare administrative reports and draft correspondence.

Skills

Office administration experience

MS Office proficiency

Data analysis with Excel

Effective communication

Problem-solving

Education

Bachelor’s degree in business or related studies

Job description

Insilico Medicine is an end-to-end, artificial intelligence-driven pharma-technology company with a mission to accelerate drug discovery and development by leveraging our rapidly evolving, proprietary platform across biology, chemistry and clinical development.

About Role

The Administrative Manager is responsible for ensuring the effective, efficient, and compliant operation of all administrative processes across the company. This role oversees office operations, administrative procedures, vendor and budget management, and cross-departmental coordination to support organizational objectives and enhance operational excellence. The Administrative Manager plays a key role in optimizing workflows, developing internal policies, managing administrative resources, and ensuring a productive and well-functioning work environment.

Place of work

Level 6, Unit 08, Block A, IRENA HQ Building Masdar City, Abu Dhabi United Arab Emirates

Reports to

Senior EA

Responsibilities

• Develop, implement, and continuously improve administrative procedures and operational workflows to enhance overall workplace efficiency and maintain a positive, productive work environment;
• Manage Jira operations and ensure employees adhere to the proper procedures for submitting applications, such as business trip requests and other approvals;
• Create and manage the organization’s fiscal operating and capital budget, optimizing expenses, and identifying cost-saving opportunities to enhance financial efficiency. Monitoring and analysing Company expenses to ensure the most efficient usage of Company’s resources and funds and suggesting necessary improvements, running negotiations with the Suppliers and Providers;
• Liaise with facility management vendors, including cleaning, catering, and security services, ensuring compliance with service standards and continuously improving workplace support service;
• Coordinate domestic and international travel, including conference registration, flight, hotel, VISA and car rental reservations.
• Purchasing and documenting office supplies (including IT assets) and equipment and maintaining proper stock levels.
• Archive Office-related materials (event pictures, videos, etc)
• Prepare administrative reports, draft correspondence, and support documentation required by internal teams or management;
• Monitor performance of both internal and external service providers;
• Ensure a well-functioning and organized workplace environment that supports productivity, collaboration, and employee engagement;
• Support and coordinate the onboarding process for new employees, including administrative training, workplace setup, and access;
• Be creative in solving day-to-day tasks most effectively, fast and wisely;
• Support various company-wide projects such as certifications, office management, social events;
• Manage the end-to-end planning, coordination, and execution of events, ensuring cost efficiency, seamless logistics, and high-quality delivery;
• Coordinate language training programs, including selecting providers, organizing schedules, and tracking participation;
• Oversee the company shuttle bus service, ensuring efficient routes, scheduling, and addressing employee transportation needs;
• Manage corporate merchandise procurement, including vendor selection, ordering, inventory, and internal distribution of branded items; and
• Performing other duties as required by line manager or Company executives.

General Requirements

Education

Bachelor’s degree in business or related studies.

Experience and Skills

• 3-4 years of experience in office administration;
• Highly proficient in MS Office applications with the confidence and ability to learn new systems and technology when required;
• Ability to interpret, extract, manipulate and analyse data accurately using Excel at an intermediate level;
• Identifying issues and presenting potential solutions;
• Ability to work under pressure to tight deadlines;
• Understand business priorities, anticipate business needs and plan for the future;
• Effective communicator both orally and in writing English;
• The ability to work autonomously and as part of a team successfully;
• Ability to problem solve and think outside the box.