Office Manager

Lux Aviation; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Lux Aviation in Dubai is seeking an experienced Office Administrator to be the first contact for guests and manage front-desk operations. You will coordinate meetings, shipments, and vendor services while supporting events and daily office needs.

The role requires a degree in business or related field, 2+ years of experience, fluent English, and a UAE driving license. Arabic is advantageous for daily communications.

Qualifications

• Bachelor's degree or diploma in Business Administration or related field.
• Minimum of 2 years in office administration/office management.
• Fluent in English; Arabic is advantageous.
• Must hold a valid UAE driving license.
• Excellent communication and organizational skills.

Responsibilities

• Be the first point of contact and greet guests and visitors.
• Manage reception phone lines and redirect calls.
• Coordinate meeting rooms and arrange equipment and refreshments.
• Oversee day-to-day office operations and vendor relationships.
• Assist with budgets, cost control and office events.
• Coordinate shipments and couriers.
• Ensure compliance with company policies and workplace standards.
• Support employee engagement initiatives.
• Maintain office supplies and facilities maintenance.

Skills

English fluency

Office administration

Vendor management

Event coordination

Multitasking

Education

Bachelor's degree or diploma in Business Administration

Tools

Microsoft Office

Job description

Be the first point of contact when arrival of guest at office and advise the relevant department of their arrival

Arrange booking of meeting room and advise of availability

Answer and manage incoming reception phone calls redirecting calls and assisting visitors and employees as required

Processing and renewal airside pass applications in Arabic as per the Dubai Airports requirements for FBO clients visitors and AVS employees visitors

Oversee and coordinate the day-to-day operations of the office to ensure a smooth efficient and professional working environment

Prepare meeting rooms prior to meetings ensuring the required setup equipment refreshments and other arrangements are in place

Manage office supplies equipment stationery and general office requirements ensuring adequate stock levels and timely replenishment

Coordinate and schedule meetings internal activities and corporate events

Manage relationships with office vendors suppliers and service providers including obtaining quotations coordinating services and following up on deliverables

Assist with budget preparation expense monitoring and cost control related to office administration and events

Create and coordinate shipments including arranging couriers preparing shipment details tracking deliveries and following up with relevant parties

Act as a liaison between different departments to facilitate effective communication and ensure administrative requirements are addressed promptly

Coordinate the issuance activation and allocation of SIM cards and mobile packages for employees including managing new requests changes and cancellations

Manage vendor contracts and proactively coordinate renewals prior to expiration ensuring continuity of services and avoiding any disruption to office operations

Act as the primary point of contact for the facility management company

Oversee daily facility operations and coordinate the resolution of maintenance issues service requests and workplace complaints

Follow up on maintenance works repairs and outstanding issues to ensure timely completion and minimal disruption to employees

Monitor the quality and efficiency of services provided by facility management teams and external contractors

Follow up on staff complaints and workplace-related concerns coordinating with the appropriate departments or service providers to ensure resolution

Ensure the office environment remains clean safe functional and welcoming

Support and promote sustainability initiatives within the workplace

Ensure company policies procedures and workplace standards are implemented and followed

Review and update office procedures and policies as required to improve operational efficiency

Select and assign suitable security guards and cleaning staff ensuring they meet the company s required standards and operational needs

Support employee engagement initiatives arrange monthly staff lunches and activities designed to enhance workplace culture and employee wellbeing

Serve as a key point of contact for employees management vendors suppliers facility management and external service providers

Maintain effective communication between internal departments and external stakeholders

Follow up on requests issues and action items to ensure timely resolution and completion

Provide regular updates to management regarding office operations facilities events and outstanding matters

Understand and ensure compliance with all relevant internal and external rules regulations and procedures that apply to the conduct of the business in which involved

These duties are indicative of the role and are not exhaustive and may change to meet the Company s Business Objectives from time to time as required by your manager

Bachelor s degree or diploma in Business Administration, Office Management, Hospitality or a related field is preferred.

Must be fluent in English, Arabic advantageous

Hold a valid UAE driving license

Minimum of 2 years experience in office administration, office management, workplace operations with responsibility for managing day to day office activities

Minimum of 3 Years experience in coordinating facilities management, including maintenance, repairs, cleaning, security, and workplace-related issues

Minimum of 3 years managing vendors, suppliers, contractors, and service providers, including quotations, service delivery, and contract renewals

Experience in providing administrative and workplace support to employees, including onboarding, workspace setup, access, and office services

Experience in coordinating meetings, corporate events, office projects, shipments, and other administrative activities while managing multiple priorities

Ability to multi-task

Calm under pressure and an even-tempered personality

Team-player

Background Experience in Office Administration, office management

Languages Fluency in written and spoken English. Additional languages would be advantageous.

IT Skills Intermediate Skills Microsoft Office

Character Profile Professional Flexibility Team Player/ works well without supervision Works well under pressure Proactive