Proposals Support / Office Administrator

Moffatt & Nichol; Madrid; Presencial; EUR 60.000 - 78.000; Jornada completa

Descripción de la vacante

A leading infrastructure firm is seeking an Office Manager for their new office in Abu Dhabi. The role involves overseeing daily operations, managing vendor relationships, and coordinating administrative practices with global standards. Candidates should have a Bachelor’s degree and over 10 years of relevant experience, with excellent communication and IT skills. This position supports business growth in the Middle East and Africa region.

Formación

• 10+ years of similar work experience in the private sector.
• Ability to manage multiple administrative tasks efficiently.
• Experience in coordinating with global departments.

Responsabilidades

• Manage daily Middle East office operations.
• Establish and maintain vendor relationships.
• Coordinate with global departments to align practices.

Conocimientos

Excellent communication skills

Office management

IT setup and troubleshooting

Vendor relationship management

Educación

Bachelor’s degree or equivalent

Herramientas

Microsoft Teams

SharePoint

Descripción del empleo

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively looking for an Office Manager to join our newly established Abu Dhabi office. As part of the Office Administrative Group, the Office Manager serves as the operational backbone for M&N’s Middle East & Africa team by effectively managing all office operations to promote organisational effectiveness, efficiency and team support. Based in Abu Dhabi with responsibilities extending to support our other regional offices remotely.

Working closely with the M&N Middle East leadership team to plan and execute operational initiatives that drive business growth and development. Coordinates essential administrative functions by collaborating with global M&N departments to maintain alignment with corporate policies and procedures. Builds and nurtures key relationships with internal stakeholders within the organisation including Corporate Management, HR, Finance, Payroll, Accounting, Insurance, Legal, Project Administration, Quality and Marketing teams, to facilitate cross-functional collaboration and support regional business objectives.

About Moffatt & Nichol :

Moffatt & Nichol is a leading infrastructure advisor specialising in the planning and design of facilities that shape and serve our coastlines. Reflecting Moffatt & Nichol’s commitment to design innovation since 1945, Engineering News-Record (ENR) has ranked the company No. 1 design firm for Marine and Port Facilities in the United States and No. 7 internationally.

Moffatt & Nichol's professional staff includes engineers, planners, scientists, and architects who serve our global client base from offices in Europe, the Americas, the Middle East and Asia Pacific. The firm provides clients worldwide with customised service and a level of excellence that have become the firm’s hallmark in three primary practise areas—coastal, environmental, and water resources; ports and harbours; and transportation, bridges, and rail.

Duties and responsibilities :

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Manages daily Middle East office operations, overseeing office equipment, supplies, and facility maintenance to create an efficient and tidy work environment
• As our Middle East business grows, support will extend to other offices in the region
• Establishes and maintains vendor relationships for critical services, such as office supplies, equipment maintenance, catering, and facility management
• Manages IT setup, troubleshooting and employee onboarding on BOB (M&N’s intranet), SharePoint, Microsoft Teams, and other software requirements
• Coordinates with global M&N departments to align administrative practices with corporate policies and procedures
• Collaborates with the leadership team to develop and implement operational initiatives, e.g. ISO certifications, that support regional business growth
• Manages office budget and expenses and invoice processing in coordination with the Finance team
• Oversees records management systems for the region, working with global teams to maintain compliance with document retention policies
• Supports the coordination of company events by working closely with the social and marketing teams
• Supports administrative functions for proposal and project management, including SharePoint access
• Supports scheduling and logistics for meetings, events, and executive travel arrangements for the Middle East team, where needed
• Supports Middle East team members with administrative needs, serving as a key resource for operational questions and concerns

Other duties :

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications :

Bachelor’s degree or equivalent experience desired

10+ years of similar work experience in the private sector

Excellent communication skills (verbal, written, and presentation)

All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171

Working conditions :

Sedentary for prolonged period of time, interact with clients, and travel occasionally.

Moffatt & Nichol’s EEO Statement :

As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical Solutions serving our client needs, and ensures nondiscrimination in all activities. We draw from the world’s best and brightest, regardless of geographic, cultural, or institutional background. This approach enables us to better understand and serve our clients, foster innovation, and create a rich, collaborative work environment. Moffatt & Nichol is proud to be an Equal Employment Opportunity / Federal Contractor desiring priority referrals of all protected veterans for job openings.

If you need more information or require special assistance for persons with disabilities or limited English proficiency, please contact Human Resources at [phone] or TTY / TDD users please call 711.

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