Assistant Manager Administration

Role - Assistant Manager - Administration - Job Location: Dubai.

Who we are

House of Shipping provides business consultancy and advisory services for Shipping & Logistics companies. House of Shipping's commitment to their customers begins with developing an understanding of their business fundamentals.

Currently House of Shipping is recruiting for an Assistant Manager - Administration to join the team.

Job purpose

To ensure the efficient management of facility operations and procurement activities across the organization by maintaining vendor relationships, ensuring cost-effective sourcing, and upholding high standards of workplace safety, security, and functionality. The role involves overseeing daily operations, managing facilities maintenance, optimizing procurement strategies, and ensuring compliance with internal policies and local regulations.

Main tasks and responsibilities

Facility Management

• Oversee day-to-day facility operations including maintenance, security, cleaning, and utilities.
• Supervise third-party service providers and ensure adherence to agreed SLAs.
• Conduct regular inspections to ensure safety, hygiene, and efficiency.
• Coordinate space planning, office relocations, and infrastructure changes.
• Maintain and track Annual Maintenance Contracts (AMC) and ensure timely renewals.

Procurement Operations

• Manage procurement planning aligned with budget and operational needs.
• Source and evaluate vendors to ensure quality and cost-effectiveness.
• Negotiate pricing and terms to achieve value for money.
• Manage purchase requisitions, obtain necessary approvals, and ensure complete documentation.
• Monitor stock levels and support inventory replenishment.
• Coordinate delivery and goods receipt with internal departments.

Compliance and Documentation

• Ensure facility and procurement operations follow company policies and local laws.
• Maintain procurement and vendor documentation including contracts, logs, and approvals.
• Keep asset and maintenance records up to date.

Vendor and Stakeholder Management

• Develop and maintain effective relationships with vendors and service partners.
• Conduct vendor evaluations and ensure performance aligns with expectations.
• Resolve disputes or performance gaps professionally and promptly.

Sustainability and Cost Efficiency

• Implement cost-saving initiatives and environmentally sustainable practices.
• Identify opportunities for process improvement and reduction of operational expenses.

Experience & Education Requirements

• Bachelor’s degree in Business Administration or any discipline. Certifications in Facility Management, Procurement, or Contract Management are preferred.
• Minimum 4 to 8 years of relevant experience in facility management and procurement, preferably in corporate, industrial, or shipping-related environments.
• Hands-on experience with facility operations, vendor management, procurement planning, and contract negotiation is essential.
• Proficient in MS Office (MS Word, Excel, PowerPoint).
• Demonstrated knowledge of procurement best practices, regulatory compliance, sourcing, vendor selection, contract management, and cost optimisation