Office Manager - Dubai

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

Job summary

A corporate management firm in Dubai seeks a Facility Manager to oversee operations including vendor management, facility maintenance, and travel coordination. The ideal candidate will have a Bachelor's degree and 4-8 years of experience in facility management or office administration. Skills in communication and negotiation are essential. This role ensures compliance with health and safety standards while optimizing workspace utilization and managing budgets.

Qualifications

• 4-8 years of experience in facility management or related field.
• Experience coordinating domestic and international travel bookings.
• Proven ability in customer service and problem-solving.

Responsibilities

• Oversee facility operations and ensure smooth functioning of services.
• Manage relationships with external service providers and vendors.
• Prepare and manage facility operating budgets.

Skills

vendor management

travel coordination

communication

operations management

facility management

negotiation skills

Education

Bachelor’s degree in Business Administration or equivalent

Tools

MS Office Suite

travel booking platforms

facility management systems

Job description

Key Responsibilities

• Oversee day-to-day facility operations, ensuring smooth functioning of essential services including housekeeping, security, cafeteria, and office administration.
• Manage office supplies, inventory, seating allocation, and general workplace requirements.

Maintenance & Infrastructure Management

• Coordinate, schedule, and monitor routine maintenance, repairs, and inspections of building systems (HVAC, electrical, plumbing, fire & safety, etc.).
• Develop and implement preventive maintenance plans to minimize downtime and service interruptions.

Vendor & Contract Management

• Manage relationships with external service providers including housekeeping, security, maintenance, pest control, and other facility-related vendors.
• Oversee service-level adherence, contract renewals, negotiations, and performance evaluation.

Health, Safety & Compliance

• Ensure the facility complies with all health, safety, regulatory, and environmental standards.
• Conduct periodic safety audits, risk assessments, and maintain emergency response plans and drills.

Space & Workplace Management

• Optimize workspace utilization, plan office layouts, and oversee fit-out, refurbishment, expansion, or relocation projects in collaboration with relevant teams.

Budgeting & Cost Management

• Prepare, monitor, and manage facility operating budgets, ensuring cost-effectiveness without compromising service quality.
• Identify opportunities for cost savings and efficiency improvements.

Reporting & Stakeholder Communication

• Prepare facility performance reports, issue logs, maintenance schedules, and vendor performance updates.
• Act as the key liaison between internal stakeholders, leadership teams, and vendors for all facility-related matters.

Travel Management Responsibilities

• Plan and coordinate end-to-end business travel arrangements including flights, accommodation, ground transport, visas, and other required services.
• Ensure full compliance with company travel policies, cost guidelines, and regulatory requirements.
• Maintain strong awareness of travel industry trends, route options, travel advisories, and vendor platforms to ensure best travel experience.

Skills & Competencies

• Strong communication, negotiation, and stakeholder management skills.
• Proven ability in customer service, problem-solving, and crisis management.
• High attention to detail, strong organizational and multitasking capabilities.
• Proficiency in travel booking platforms, vendor management tools, and MS Office Suite (Excel, PowerPoint, Word).

Key Requirements

• Bachelor’s degree in Business Administration, Facilities/Operations Management, Hospitality, or equivalent field (preferred).
• 4-8 years of experience in facility management, office administration, or corporate travel coordination, ideally in a corporate or multinational organization.
• Hands‑on experience in vendor management, asset management, preventive maintenance planning, and workplace administration.
• Experience coordinating domestic and international travel bookings, visas, and logistics using travel platforms and vendor partners.
• Proficiency in MS Office Suite (Excel, PowerPoint, Word) and familiarity with travel booking tools and facility management systems.
• Understanding of maintenance processes, safety norms, compliance requirements, and cost control practices.
• Strong communication, interpersonal, and stakeholder‑management skills.
• Excellent attention to detail, planning, coordination, and follow‑through.
• Problem‑solving ability with a customer‑service mindset.
• Ability to multitask, prioritize, and work efficiently under pressure.
• Negotiation skills with vendors and service providers.
• High ownership, reliability, and discretion.

Skills: vendor management, travel, communication, operations, facility management (fm), maintenance