Office Services Specialist

KONE Middle East UAE; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading company in the UAE is seeking an Office Service Specialist to oversee office service activities and facilities management. The role involves maintaining facilities, managing suppliers, and ensuring compliance with regulations. Candidates should have a bachelor's degree, relevant experience, and proficiency in Microsoft Excel. This position offers a collaborative work culture focused on employee engagement and personal growth.

Qualifications

• 4-6 years of relevant experience.
• Strong familiarity with facility service providers in the UAE.
• Experience with invoice management.

Responsibilities

• Supervise and coordinate office service activities related to facilities management.
• Ensure compliance with facilities policies and regulations.
• Manage relationships with external suppliers.

Skills

Cost consciousness

Knowledge of office management

Fluency in English

Education

Bachelor's degree in a relevant field

Tools

Microsoft Excel

SAP

Job description

Certified as a Top Employer in the UAE, Qatar, KSA, and Oman, KONE is dedicated to creating a superior workplace through outstanding people practices. We emphasize cultivating a great work culture, inspiring high standards of quality and efficiency, and fostering an environment that promotes collaboration, diversity, growth, and wellbeing.

Role Overview

The Office Service Specialist supervises and coordinates office service activities related to the management of equipment and facilities for the UAE.

Key Responsibilities

1. Overall maintenance of all facilities, with a focus on staff accommodation.
2. Ensuring compliance with facilities policies, laws, regulations, and standards.
3. Forecasting additional equipment requirements.
4. Working with the finance team to ensure timely payment of bills for leases, utilities, and other services.
5. Informing employees living in facilities about rules and safety precautions.
6. Managing Accommodation Officers.
7. Optimizing facilities (offices, warehouses, accommodation) and renewing leases timely.
8. Managing office supplies, equipment, and inventory within the facilities budget.
9. Liaising with managers to ensure office administration guidelines and systems meet current and future needs.
10. Managing relationships with external suppliers (cleaning, maintenance, vendors) to ensure satisfactory service standards.
11. Managing travel arrangements and bookings.
12. Managing the company car fleet and fuel usage.
13. Reconciling invoices and allocating costs monthly.
14. Raising purchase requisitions and monitoring goods receipts.

Professional Requirements

1. Bachelor's degree in a relevant field.
2. Relevant experience of 4-6 years.
3. Cost consciousness and basic understanding of financial reporting.
4. Knowledge of office management and administration.
5. Strong familiarity with facility service providers in the UAE.
6. Proficiency in Microsoft Excel; experience with SAP is a strong advantage.
7. Experience with invoice management, including reviewing, approving, and raising purchase requisitions.
8. Fluency in English.

At KONE, we focus on creating an innovative and collaborative culture where every individual’s contribution is valued. Employee engagement, sustainability, ethical business practices, and mutual respect are core to our culture. We offer opportunities to help you achieve your career and personal goals while maintaining a healthy work-life balance.