Office Manager

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

Job summary

A pioneering AI technology company is seeking an Office Manager in Abu Dhabi. This role involves overseeing office operations, vendor management, and financial administration. The ideal candidate will have strong organizational skills, experience in contract negotiation, and proficiency in budget management. Benefits include a collaborative work environment, career growth opportunities, and comprehensive health insurance.

Benefits

Opportunity to work with a leading AI technology company

Collaborative and innovative work environment

Career growth and professional development opportunities

Comprehensive private health insurance

Visa sponsorship for international candidates

21 days of paid annual leave

Qualifications

• Proven ability to manage multiple complex tasks simultaneously.
• Experience in negotiating with third-party service providers.
• Proficiency in basic budget monitoring and expense processing.
• Knowledge of local health and safety regulations.
• Excellent communication skills to coordinate effectively.
• Skill in managing complex domestic and international travel.

Responsibilities

• Coordinate with building management and maintenance vendors.
• Manage office supplies and equipment inventory.
• Negotiate contracts with all service providers.
• Ensure compliance with local health and safety regulations.
• Process invoices and manage vendor payments.
• Coordinate comprehensive travel logistics for staff.

Skills

Organizational and Time Management Skills

Vendor and Contract Management

Financial Acumen

Compliance & Safety Focus

Communication and Interpersonal Skills

Logistics Coordination

Job description

Office Manager

On-site | Abu Dhabi

AppliedAI is a pioneering AI technology company headquartered in Abu Dhabi, committed to innovation and excellence in artificial intelligence solutions across regulated industries such as healthcare, insurance, government, and financial services.

We are seeking a dynamic individual to take ownership of our office environment, providing essential support across facilities management, financial administration, and travel logistics. This role is thebackbone of our daily operations, ensuring our team has everything they need to succeed in a compliant, well-maintained, and efficient workspace.

Key Responsibilities

Facilities and Operations Management

• Office Maintenance & Repairs: Acting as the main point of contact for and coordinating with building management, maintenance, cleaning, and security vendors.
• Inventory & Procurement: Managing and ordering all office supplies, stationery and equipment
• Vendor Management: Negotiating contracts and liaising with all third-party service providers (e.g., IT support, catering, couriers, and utilities)
• Office Setup & Layout: Managing space planning, desk assignments, and logistics for office moves or expansions.
• Health & Safety: Ensuring the office is compliant with local health, safety, and security regulations.
• Policy Management: Partnering with HR to implement and communicate internal office policies and procedures.
• Team Activities: Planning and coordinating internal events, team-building activities, meetings, and conferences.

Financial and Administrative Support

• Budget Management: Monitoring and managing the general and administrative (G&A) budget for the office (supplies, maintenance, utilities).
• Expense Handling: Processing invoices, managing payments for vendors, and assisting with expense reports.
• Record Keeping: Maintaining organized physical and digital filing systems for contracts, correspondence, and administrative documents.
• Correspondence: Handling and drafting high-level and confidential correspondence, reports, and presentations for senior management.

Travel Support

• Travel Arrangements: Coordinating comprehensive domestic and international travel logistics, including flights, hotels, ground transportation, and travel expense claims.
• Guest Management: Greeting and directing clients, partners, and other visitors (Front Office Management) including overseeing the receptionist and front of house staff
• Team Activities: Planning and coordinating internal events, team-building activities, meetings, and conferences.

Required Skills

• Organizational and Time Management Skills: Proven ability to manage multiple complex tasks simultaneously (e.g., vendor coordination, inventory, travel bookings, and budget tracking) while meeting deadlines.
• Vendor and Contract Management: Experience in negotiating, liaising, and maintaining professional relationships with various third-party service providers (e.g., maintenance, IT, security, and catering).
• Financial Acumen: Proficiency in basic budget monitoring, expense processing (invoices, payments, expense reports), and G&A budget management.
• Compliance & Safety Focus: Knowledge of local health, safety, and security regulations to ensure a compliant office environment.
• Communication and Interpersonal Skills: Excellent ability to act as the main point of contact, coordinate with internal and external stakeholders, and handle high-level, confidential correspondence.
• Logistics Coordination: Demonstrated skill in managing complex travel arrangements (domestic and international) and coordinating office moves/space planning.

Benefits

• Opportunity to work with a leading AI technology company.
• Collaborative and innovative work environment.
• Growing, entrepreneurial and forward-thinking culture.
• Career growth and professional development opportunities.
• Exposure to a thriving ecosystem working from our Abu Dhabi HQ.
• 21 days of paid annual leave.
• Comprehensive private health insurance.
• Visa sponsorship for international candidates.