Office Manager

VCA; Dubai; On-site; AED 120,000 - 160,000; Full time

Job summary

A dynamic organization in Dubai is seeking an Office Manager & HR Coordinator to oversee daily office operations, provide HR support, and facilitate team logistics. The ideal candidate will have at least 3 years of experience in office management, preferably in a creative or luxury environment. This role offers a collaborative culture and the opportunity to engage actively with the team.

Qualifications

• Minimum 3 years in office management or administration roles.
• Experience in creative or luxury industries preferred.

Responsibilities

• Oversee daily operations of the office, ensuring all spaces are functional.
• Provide HR support for staff, including onboarding new hires.
• Coordinate meeting setups and team logistics.

Skills

Organizational abilities

Interpersonal skills

Attention to detail

Problem-solving

Adaptability

Job description

Role Overview

The Office Manager & HR Coordinator ensures the smooth and efficient day-to-day operations of the VCA villa and provides comprehensive administrative, HR, and logistical support to the wider VCA team. This role combines office operations, HR coordination, team management, and supplier administration, supporting internal efficiency, compliance, and a positive, collaborative workplace culture.

Responsibilities

Office Operations

• Oversee daily operations of the VCA villa and office, ensuring all spaces are functional, organized, and well-presented.
• Manage utilities, maintenance schedules, IT setups, and security access for staff and freelancers.
• Liaise with landlords, service providers, and contractors to address repairs, installations, and upgrades.
• Maintain office inventory, ordering supplies and equipment as needed.

HR & Onboarding Support

• Provide HR and administrative support for staff.
• Coordinate onboarding processes for new hires and freelancers, including IT setup and welcome packs.
• Oversee visa processing from offer letter through mobilization as well as monitoring document renewals and performing necessary operations on the DMCC portal.
• Maintain employee database and individual files, ensuring accuracy and confidentiality.

Team Administration & Coordination

• Allocate workspaces and ensure smooth team logistics.
• Coordinate meeting set‑ups and schedules.
• Update and maintain client databases.
• Distribute internal updates and announcements.
• Support with deliveries, client gifting, and flower orders.
• Assist with travel coordination and logistics for the VCA team, freelancers, and visiting partners.

Finance & Supplier Management

• Track invoices and purchasing records in coordination with the finance team.
• Support cost management by monitoring operational budgets and identifying savings opportunities.

Culture & Team Engagement

• Organize internal events, birthdays, and celebrations to foster a positive and inclusive team environment.
• Support team engagement initiatives and ensure smooth internal communication.

Confidentiality & Reporting

• Handle company and project information with the highest level of discretion.
• Prepare and share weekly office operations summaries and logistics updates with management.

Skills & Attributes

• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• High attention to detail and service‑oriented approach.
• Problem‑solving mindset and ability to work independently.
• Adaptability in a fast‑paced, creative environment.

Experience Required

• Minimum 3 years in office management, administration, or team support roles.
• Experience within creative, cultural, or luxury industries preferred.