Office Manager

Confidential; Abu Dhabi; On-site; USD 80,000 - 120,000; Full time

Job summary

A leading company in the UAE is seeking an Office Management professional to support HR initiatives and ensure efficient office operations. This role requires overseeing teams, managing office infrastructure, and promoting a positive workplace culture. The ideal candidate has over 10 years of experience in a similar role, preferably within international organizations, demonstrating excellent communication skills and the ability to foster employee development.

Qualifications

• Minimum of 10 years in office management, administration, operations, facility management, or HR in international organizations.
• Experience in leading and coaching diverse teams.

Responsibilities

• Support HR in internal services projects and manage office administrative tasks.
• Oversee office infrastructure in Abu Dhabi and Dubai, ensuring standards are met.
• Coordinate logistics and manage the office administration budget.

Skills

Communication

Negotiation

Interpersonal Skills

Decision-Making

Time Management

Analytical Skills

Problem-Solving

Results-Oriented

Tools

MS Office

Job description

Responsibilities

• Support the Head of Human Resources & Administration in internal services projects related to HR, Office Management, and IT, as assigned.

• Collaborate with Talent Acquisition and Employee Relations teams to support onboarding, offboarding, employee engagement, recognition, communication, and wellbeing initiatives.

• Ensure compliance with IMS system processes and documentation related to Internal Services and company-specific documents, with support from HR.

• Promote and strengthen the corporate culture and ILF values: respect, honesty, reliability, and fairness.

• Manage, coordinate, guide, and supervise the office management team to maintain high standards of the work environment, employee, and visitor satisfaction.

• Support the implementation of the company's Health, Safety, Security, Environment, and Quality regulations.

• Serve as the main point of contact for a growing team, providing assistance with office and administrative matters.

• Develop, update, optimize, and monitor onboarding processes in coordination with recruitment, HR, and government relations teams.

• Assist with travel arrangements (flights, hotels), office allocation, desk booking, and related activities.

• Maintain two-way communication channels with employees, including designing and implementing communication strategies (surveys, emails, presentations).

• Announce employee and business events (birthdays, gatherings, client visits, news).

• Create and maintain an employee and office events calendar.

• Support employee events and meetings, both internal and external.

• Oversee office infrastructure in Abu Dhabi and Dubai, including storage rooms, ensuring standards are met.

• Manage the office administration budget and ensure accurate, timely reporting.

• Lead procurement for office supplies and services, and control invoices in collaboration with accounting.

• Collaborate with HR to update office policies as needed.

• Maintain a clean, organized office environment, adhering to the clean desk policy.

• Liaise with facility management vendors for maintenance, cleaning, catering, and security services.

• Negotiate with third-party service providers and review contracts related to office rentals, cleaning, and support services.

• Handle general office matters, including visitor registration and desk allocation for guests and clients.

• Develop and manage employee bus logistics, routes, policies, and eligibility.

• Ensure hygiene and safety standards in the office and kitchen areas.

• Oversee maintenance of appliances, office facilities, toilets, IT equipment (in coordination with IT), utilities, and air conditioning.

• Promote sustainable office practices to reduce electricity, water, and waste.

• Provide administrative support for IT asset reporting, transfers, and related requirements.

• Support IT office management needs, including power and phone updates.

• Manage business travel arrangements for staff and guests, including flights, hotels, and transportation.

• Oversee the company's vehicle fleet, including registration, maintenance, scheduling, and reporting, coordinating with Government Relations as needed.

• Coordinate logistics with Office Administrators and Assistants.

• Manage company parking allocations and courier services, ensuring timely deliveries and pickups.

• Oversee the renewal of the company PO Box and manage incoming mails.

Competency Requirements

• Excellent communication, negotiation, interpersonal, and decision-making skills.

• Strong time management, analytical, and problem-solving abilities.

• Proficiency in travel arrangements and MS Office applications.

• Ability to understand and balance business and people needs.

• Results-oriented with a proven track record of execution.

• Ability to prioritize tasks effectively.

• Excellent command of English (spoken and written).

Experience

• Minimum of 10 years in office management, administration, operations, facility management, or HR within international organizations, preferably in the UAE or GCC.

• Experience in leading, managing, and coaching diverse teams, recognizing potential, empowering employees, and fostering continuous development.