Office Administration & Facilities Management

Fuku; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Fuku in Dubai seeks an experienced Office Administrator to support daily operations, procurement, facilities management, and HR coordination. You will liaise with contractors, arrange cleaners, manage staff access cards, and maintain office records to ensure smooth functioning of the Dubai office.

Responsibilities include handling supplier invoices, payments, budgeting oversight, IT onboarding for new joiners, and coordinating with vendors for printing and access needs.

Qualifications

• 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).

Responsibilities

• Office procurement, inventory management, and supplier coordination.
• Coordinate contractors and building management for repairs and upkeep.
• Plan cleaners, arrange schedules, and support general administrative tasks.
• File ledgers, supplier contacts, and all administrative documents.
• Manage courier, delivery, and shipments on demand.
• Oversee meeting room setup and general office logistics.
• Administer staff access cards and replacements; liaise with vendors for cards/ IDs.
• Coordinate parking allocations and keep system data accurate.
• Ensure smooth daily operation of the Dubai office; escalate issues as needed.
• Process payments for rent, utilities, and services; monitor budgets.

Skills

Organizational skills

Time management

Prioritization

Multi-tasking

Tools

Outlook

Excel

Word

PowerPoint

Job 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; escal...

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; elevate 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).