Office Manager

Ejadah; Dubai; On-site; AED 167,000 - 234,000; Full time

Job summary

Ejadah is seeking an organized and proactive Office Manager (Arabic Speaker) to support the Head of Facilities Management and oversee day-to-day administrative and office operations within our Facilities Management division. The role requires coordinating office administration, executive support, stakeholder communication, and operational reporting to ensure smooth FM operations.

The ideal candidate will possess strong organizational skills, manage multiple priorities, and communicate

Qualifications

• Bachelor's degree in Business Administration, Management, Facilities Management, or a related field.
• 5+ years of experience in Office Management, Executive Administration, or Administrative Operations.
• Experience in Facilities Management is highly preferred; experience supporting senior leadership or department heads.

Responsibilities

• Oversee daily office operations and maintain an efficient, professional work environment.
• Manage office administration processes, records, and documentation.
• Coordinate office supplies, vendor contracts, equipment maintenance, and support services.
• Ensure compliance with company procedures, health & safety requirements, and standards.
• Provide comprehensive administrative support to the Head of Facilities Management.
• Manage calendars, meetings, travel arrangements, and business correspondence.
• Prepare meeting agendas, presentations, reports, and meeting minutes.
• Follow up on action items and ensure timely completion of deliverables.
• Act as liaison between Facilities Management and internal/external stakeholders.
• Coordinate with clients, service providers, government authorities, and partners.
• Facilitate communication across departments and project teams.
• Support client meetings, site visits, and business reviews.
• Prepare departmental reports, dashboards, and operational summaries.
• Maintain records of contracts, service agreements, employee documentation, and budgets.
• Monitor KPIs, projects, and action plans.
• Ensure proper document control and filing systems.
• Assist in tracking departmental budgets, invoices, purchase requests, and payments.
• Coordinate procurement activities and vendor onboarding documentation.
• Support cost control initiatives and administrative expense monitoring.
• Coordinate employee onboarding, inductions, training schedules, and internal communications.
• Support workforce scheduling, attendance monitoring, and leave coordination.
• Organize departmental events, meetings, and engagement activities.

Skills

Arabic & English bilingual

Microsoft Office

Communication

Organizational skills

Stakeholder management

Reporting

Presentation

Discretion

Time management

Multitasking

Detail-oriented

Executive support

Office management

Education

Bachelor's degree in Business Administration, Management, Facilities Management, or related field

Job description

About the Role:

We are seeking a highly organized, proactive, and professional Office Manager (Arabic Speaker) to support the Head of Facilities Management and oversee the day-to-day administrative and office operations within our Facilities Management business. The ideal candidate will serve as the central point of coordination for office administration, executive support, stakeholder communication, and operational reporting while ensuring the smooth functioning of the FM department.

This role requires strong organizational skills, the ability to manage multiple priorities, and excellent communication skills in both Arabic and English.

Key Responsibilities:

Office & Administrative Management

• Oversee daily office operations and ensure an efficient, professional, and productive work environment.
• Manage office administration processes, policies, records, and documentation.
• Coordinate office supplies, vendor contracts, equipment maintenance, and support services.
• Ensure compliance with company procedures, health & safety requirements, and operational standards.

Executive Support

• Provide comprehensive administrative support to the Head of Facilities Management.
• Manage calendars, meetings, travel arrangements, and business correspondence.
• Prepare meeting agendas, presentations, reports, and minutes of meetings.
• Follow up on action items and ensure timely completion of departmental deliverables.

Coordination & Stakeholder Management

• Act as a liaison between the Facilities Management department and internal/external stakeholders.
• Coordinate with clients, service providers, government authorities, and business partners as required.
• Facilitate effective communication across departments and project teams.
• Support client meetings, site visits, and business review sessions.

Reporting & Documentation

• Prepare departmental reports, dashboards, and operational summaries.
• Maintain accurate records of contracts, service agreements, employee documentation, and departmental budgets.
• Monitor and track departmental KPIs, projects, and action plans.
• Ensure proper document control and filing systems are maintained.

Financial & Procurement Support

• Assist in tracking departmental budgets, invoices, purchase requests, and payments.
• Coordinate procurement activities and vendor onboarding documentation.
• Support cost control initiatives and administrative expense monitoring.

Team Support

• Coordinate employee onboarding, inductions, training schedules, and internal communications.
• Support workforce scheduling, attendance monitoring, and leave coordination within the department.
• Organize departmental events, meetings, and engagement activities.

Requirements:

Education

• Bachelor's Degree in Business Administration, Management, Facilities Management, or a related field.

Experience

• Minimum 5+ years of experience in Office Management, Executive Administration, or Administrative Operations.
• Experience within the Facilities Management is highly preferred.
• Experience supporting senior leadership or department heads.

Skills & Competencies

• Fluency in Arabic and English (spoken and written) is mandatory.
• Strong administrative and organizational skills.
• Excellent communication and stakeholder management abilities.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong reporting, documentation, and presentation skills.
• Ability to handle confidential information with discretion.
• Excellent time management and multitasking capabilities.
• Detail-oriented with strong problem-solving skills.