Procurement & Workplace Officer

Natixis; Dubai; On-site; USD 30,000 - 45,000; Full time

Job summary

A leading company in finance is seeking a Receptionist/Admin Support to manage the front desk and assist various business lines. This role features responsibilities including administrative coordination, travel arrangements, event organization, and communication support to ensure efficient office operations in the Dubai branch. Ideal candidates will demonstrate strong communication, organizational skills, and proficiency with Microsoft Office tools.

Qualifications

• Relevant administrative experience required.
• Experience supporting Director-level staff preferred.
• Proficiency in office software (Word, Excel, PowerPoint) expected.

Responsibilities

• Manage reception and administrative support activities.
• Coordinate travel arrangements and itineraries.
• Assist with LEED and WELL certifications for the Dubai Branch.

Skills

Communication skills

Organisational skills

Time management

Flexibility

Multitasking

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Manage the reception of Natixis DIFC Branch.

Supporting the business lines and support functions in their travel arrangements and logistics need.

Provide admin support to the Procurement & Workplace department.

Assist the Head of Procurement & Workplace on communication topics.

Assist on the LEED and WELL certification of the Dubai Branch and manage the ongoing operational requirements and reporting.

Reception

• Operation of the main telephone system, including directing calls to appropriate individuals and message-taking, as required
• Meeting and greeting office visitors and clients
• Liaise with service companies to ensure key business equipment is maintained
• Handle management of Branch petty cash for day-to-day operational expenses
• Receive and distribute inward mail / couriers, stamp and send outgoing mail, liaise with selected courier companies to ensure timely dispatch of outgoing consignments
• Maintaining the logbook record for visitors

Business line support

• Organising travel itineraries, including air travel / transfers / visas / hotel bookings
• Scheduling business meetings and collation of all documents required
• Communicating with other Natixis offices worldwide
• Telephone / Video Conferencing – organising the calls and liaising with participants
• Assisting the SCM when his PA is on leave

Workplace :

• To ensure that Natixis’ offices are safe, clean, well-maintained and functional.
• To manage relationships internally with stakeholders and support functions and externally with landlord & managing agent, supply partners to provide efficiency and business continuity to the Natixis Dubai offices.
• Manage day-to-day incidents.
• Manage the day to day requirements of the WELL & LEED certifications

Admin support

• Arranging corporate events, such as staff gatherings, seminars and off-site meetings
• Manage the orders of printed material such as business cards, envelopes, letterheads etc.

Communication

• Assist the Head of Procurement & Workplace on communication related topics
• Act as coordinator for corporate events and sponsorships
• Printing of all communication related material
• Admin for the Middle East websites
• Manage internal communication channels (Yammer, SharePoint)

Key internal contacts :

• Various local Business Lines and support functions
• HO Communication Team
• Others as deemed necessary

Key external contacts :

• International WELL Building Institute

Required Skills / Qualifications / Experience

In addition to relevant experience and secretarial and administrative knowledge, the applicant will need to show evidence of the following :

• Good oral and written communication skills
• Good organisational, time management skills and the ability to take initiative
• Excellent PC skills including Word, Excel and PowerPoint
• Flexibility and ability to multitask
• Experience of assisting Director levels and above on admin and travel arrangements