Office Manager

ESA | Engineering, Management & Sustainability; Dubai; On-site; AED 150,000 - 220,000; Full time

Job summary

A leading company in the Engineering and Management field is seeking an Office Manager & HR Coordinator in Dubai to oversee office operations and support HR functions. The ideal candidate will enhance coordination between local and Italian teams, ensuring smooth operations and effective communication while offering HR support.

Qualifications

• Fluency in English, Arabic or Italian is a plus.
• Strong organizational and communication skills are essential.
• Ability to handle confidential matters with discretion.

Responsibilities

• Manage office operations and administrative functions.
• Ensure communication between Dubai and Italian teams.
• Coordinate meetings, travel arrangements, and internal events.

Skills

Reliability

Flexibility

Communication

Organizational skills

Problem-solving

Initiative

Proactivity

Language: English

Language: Arabic

Language: Italian

Tools

BizAway

Job description

About the Company: ESA Middle East, www.esa-engineering.com is looking for an Office Manager & HR Coordinator to oversee office operations and administrative functions, including Human Resources support in coordination with Italian HR Management Team, related to Dubai & Riyad Offices. The role will be based in Dubai and will ensure the smooth running of the office on a day-to-day basis.

About the Role: The Office Manager & HR Coordinator will be responsible for managing office operations and providing HR support, ensuring effective communication and coordination between the Dubai and Italian teams.

Responsibilities:

Office Operations and Support HR Management:

• Organize and implement office procedures and administration.
• Act as the primary contact for office maintenance, equipment, supplies, and errands.
• Coordinate meeting rooms and manage food arrangements when necessary.
• Handle correspondence, accommodations, company apartments, queries, complaints, and prepare documents and reports.
• Ensure smooth onboarding/offboarding processes for newcomers and departures.
• Act as the primary contact for facilities management, coordinating with external stakeholders in a shared office environment.
• Coordinate with the Italian HQ with hiring processes, including contracts, visa, company events, team building activities.
• Manage internal events such as monthly team meetings, birthdays, after works, year-end seminars, etc.
• Manage travel arrangements for the team including bookings and answering queries via our travel management tool (BizAway).

Administrative Support:

• Liaise with staff, suppliers, and clients, managing databases and administrative systems.
• Manage office budgets, including ordering supplies, furniture, and equipment.
• Collaborate with the IT Italian team to maintain the email setup.
• Oversee office security, ensuring compliance with local regulation (coordination with IT, Security, and HR teams).

Key Skills:

• Reliability and discretion: you will often learn of confidential matters.
• Flexibility.
• Communication.
• Organizational skills.
• Problem-solving skills.
• Initiative & Proactivity.
• Language: English + Arabic or Italian is a plus.
• Knowledge of software packages.

Mandatory to be based in Dubai.

Candidates are invited to read the privacy information pursuant to art. 13 of EU Reg. 679/2016 on data protection (GDPR) available in the privacy section of our website.