Office Administration & Premises Management

The Impact Foundation; Dubai; On-site; AED 60,000 - 100,000; Full time

Job summary

The Impact Foundation in Dubai is seeking an experienced Office Administrator to oversee daily office operations, procurement, vendor liaison, and premises management. You will coordinate supplies, cleaning, and access control, ensuring smooth work life for the team.

Responsibilities span finance, HR coordination, IT onboarding, and staff support, requiring strong organizational skills and the ability to manage multiple tasks with minimal supervision in a fast-paced environment.

Qualifications

• Outstanding planning and time management capabilities.
• Ability to prioritize tasks and deliver multiple concurrent assignments.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).

Responsibilities

• Handle office procurement to ensure stock of pantry supplies.
• Take inventory of stationery and submit purchase orders as needed.
• Coordinate with contractors and property management for repairs and upkeep.
• Coordinate cleaning staff and cleaning schedules, plus admin tasks.
• File office ledgers, vendor contacts, and all documents.
• Manage incoming/outgoing couriers and goods delivery.
• Oversee meeting room administration and logistics support.
• Administer staff access control cards and replacements.
• Cooperate with external vendors for access cards and ID badges.
• Manage parking allocations and records for data accuracy.
• Ensure smooth daily operation of the Dubai office and escalate emergencies.

Skills

Time management

Prioritization

Multitasking

Office administration

Vendor coordination

Tools

Microsoft Office Suite

Job description

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; escalates 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).