Office Services Specialist

Kone; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading company in the UAE is seeking an Office Service Specialist focused on managing equipment and facilities. This role involves overseeing maintenance, ensuring compliance with regulations, and managing office supplies and relationships with service providers. The position requires a Bachelor's degree and relevant experience in office administration and facility management.

Qualifications

• Relevant experience of 4-6 years.
• Basic understanding of financial reporting.
• Experience in invoice management including reviewing and approving.

Responsibilities

• Manage overall maintenance of all Facilities with a focus on staff accommodation.
• Ensure Facilities compliance with laws and regulations.
• Optimize facilities and manage relationships with external suppliers.

Skills

Cost-consciousness

Knowledge of office administration

Strong familiarity with facility service providers

Proficiency in Microsoft Excel

Education

Bachelor’s degree in a relevant field

Tools

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 well-being.

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

The responsibilities and key activities that the Office Services Specialist is either accountable for or responsible for executing :

Overall maintenance of all Facilities with a focus on the staff accommodation.

Ensuring that the Facilities comply with the facilities policy and all applicable laws, regulations, and standards.

Forecasting any additional Equipment requirements.

Ensuring, together with the KONE finance team, that all bills for the Facility for lease, utilities, and other services are paid promptly.

Ensuring that all Employees living in a Facility are informed about the rules and safety precautions of the facility.

Managing the Accommodation Officers

Optimization of the facilities (offices, warehouses, accommodation) and timely renewal of the leases

Office supplies, equipment, and inventory management in line with the facilities budget

Liaising with functional or operational managers to ensure that office administration guidelines, procedures, tools, and systems are appropriate for current and future business needs.

Selecting and managing ongoing relationships with external suppliers (for example, cleaning or maintenance contractors or equipment vendors) to ensure the organisation receives satisfactory standards of service.

Managing the travel arrangements and booking activities in the unit.

Management of the car fleet and fuel usage

Invoice reconciliation and cost booking / allocation each month

Raise purchase requisitions (PRs) and monitor Goods receipts (GR).

Professional requirements

Bachelor’s degree in a relevant field

Relevant experience of 4-6 years

Cost-consciousness, basic understanding of financial reporting

Knowledge of office administration / management

Strong familiarity and knowledge of facility service providers in the UAE

Proficiency in Microsoft Excel; experience with SAP is a strong advantage

Experience in the invoice management process, including reviewing, approving, and raising purchase requisitions (PRs)