Office Manager

CMC Markets; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A financial services company in Dubai seeks an Office Receptionist responsible for managing reception and office facilities. Key duties include maintaining high customer service standards, overseeing cleanliness, and managing supplies. Candidates should have experience in facility management and strong communication skills. This role requires multitasking and organizational abilities to ensure smooth office operations.

Qualifications

• Experience in facility management or office administration.
• Strong communication skills for customer service.
• Ability to manage multiple tasks efficiently.

Responsibilities

• Manage the reception function and office facilities.
• Ensure good customer service and professional interaction.
• Oversee office cleanliness and supply management.

Job description

The Opportunity

This role is responsible for the management of the Office receptionist and the co-ordination of office facilities ensuring the smooth running of the office. Managing the reception function to a high standard ensuring good customer service to CMC Markets.

Key Responsibilities

• Manage, coach, support and develop the office, allocating workload and continually reviewing progress.
• Ensuring that all calls to CMC Markets are answered politely, professionally within the agreed service levels through the company switchboard system.
• Ensure that all visitors and staff are dealt with in a polite and professional manner.
• Maintain reception area in a clean and tidy manner, keeping it to a high standard.
• Manager incoming / Outgoing post and parcel management and international carriers.
• Ensuring the stationery room is kept tidy and stationery stock levels are maintained.
• Manage the day-to-day relationship of the cleaning contractor.
• Manage relevant external contracts ensuring regular performance reviews with our cleaning / office supplies and courier suppliers.
• Manage the external archiving process for the business, main point of contact for the vendor.
• Management of office seating plan.
• Ensure meeting rooms are set up correctly and cleared promptly.
• Assisting with emergency evacuations, planned and unplanned, Providing Fire Warden support.
• Ensure that all kitchen areas are clean and tidy and there are sufficient refreshments for the day.
• Management of DSE online assessments. Assessments, ordering equipment and delivery / training arrangements.
• Organising the ordering of refreshments for the office as required.
• Adhere to procurement procedures, and where required, manage the raising of relevant purchase requisitions.
• Organising company events such as Xmas and Summer staff parties. Arrange adhoc staff / charity events.
• Oversee administrative activities as directed by the HR department such as on staff on-boarding, issuing of security access cards.
• Provide ad-hoc administrative support to staff from overseas offices on visits to Dubai as required.
• Calculating and comparing costs for required goods or services to achieve value for money by way of tender process where required.
• Review and analyse any new legislation that will impact upon the provision of facilities and office services.
• Take all reasonable steps to ensure confidentiality.
• Responding appropriately to emergencies or urgent issues as they arise.
• Undertake other duties as may be reasonably required which are consistent with the general level of responsibility for this role.
• Coordination of the procurement process for Facilities and other areas of the business where required. Ensuring PO’s are raised in a timely manner and relationships managed with external providers.