Office Administration Jobs

Direct message the job poster from PROVEN

We are seeking a Facilities and Production Junior Specialist (Contractor) to support daily operations, production administration, and facilities coordination. This role suits someone who is organized, proactive, service‑oriented, and enjoys contributing to a smooth, efficient workplace environment.

You will be responsible for document handling, vendor coordination, facilities follow‑up, office maintenance support, stationery and pantry stock management, mailroom and storage oversight, and general office administration.

Proven supports equal opportunities for all candidates and is committed to empowering its people through continuous personal and professional development. We foster a collaborative and inclusive environment built on mutual respect, innovation, and a healthy work‑life balance.

With a strong track record in recruitment, managed services, and workforce solutions, we are proud to be long‑term partners in shaping success for both our clients and our employees.

Our client is a leading global management consulting firm known for its high‑performance culture, collaborative teams, and dynamic work environment. The organization consistently drives excellence across all functions and maintains rigorous operational standards.

The Facilities and Production Junior Specialist will join the Operations team, supporting office‑wide services and ensuring seamless day‑to‑day functioning.

The Facilities and Production Junior Specialist will handle a wide range of responsibilities across production administration, facilities coordination, vendor management, and office operations.

You will support document processing, maintenance coordination, supplies management, health & safety essentials, internal customer support, and ad‑hoc operational tasks. Reliability, attention to detail, and a strong service mindset are essential.

• Perform production‑related administrative duties in and outside the office.
• Collect and deliver documents to and from clients, ensuring timeliness and accuracy.
• Provide customer‑focused service and respond to requests with urgency.
• Submit official documents to government entities such as the Chamber of Commerce.
• Support Ops suppliers with invoices, case codes, and invoice guidelines.
• Manage the company mailroom and main operations storage.
• Provide production support: printing, binding, copying, faxing, scanning, and filing.
• Support reception and other staff with administrative tasks; provide short‑term reception cover when needed.
• Execute dispatch duties and other office tasks as assigned.
• Purchase office groceries and coordinate with vendors for office supplies.
• Monitor and maintain accurate stationery stock levels.

• Liaise with catering suppliers for onsite events, including breakfasts and lunches.
• Monitor pantry/kitchen supplies and place vendor orders when needed.
• Coordinate office maintenance (AC, lighting, painting, etc.).
• Review and update weekly maintenance reports received from contractors.
• Manage office storerooms and ensure proper organization.
• Handle online attestation requests via Chamber of Commerce portal (if required).
• Obtain permits from building management and workshops for events.
• Manage the office access card system and follow up on updates/issues.
• Coordinate with office attendants and housekeeping teams, ensuring full coverage of daily duties and ad‑hoc tasks.
• Ensure cleanliness and order across printing rooms, meeting rooms, mailroom, storerooms, and all shared spaces.
• Manage Health & Safety basics: refill first aid kits and test defibrillator batteries.
• Coordinate with Operations colleagues across Middle East offices on cross‑office requests.
• Be available after working hours or weekends for urgent, emergency, planned maintenance, or safety inspections when necessary.
• Support duties during absences of the Operations Specialist – Facilities & Services.
• Perform other facilities and office duties as needed.

• Bachelor’s degree or diploma in Business Administration, Facilities Management, Operations, or a related field preferred.
• High school qualification with strong experience may also be considered.

• 0–2 years experience in office administration, operations support, or facilities coordination.
• Experience dealing with logistics, government entities, or document processing is a plus.
• Experience in a corporate or professional services environment is desirable.

• Strong organizational and time‑management skills.
• Customer‑focused with a strong sense of urgency and service mindset.
• High attention to detail; reliable and consistent.
• Effective communication and interpersonal skills.
• Comfortable using MS Office applications (Outlook, Excel, Word).
• Team player with a proactive and hands‑on approach.
• Ability to work flexible hours when required.

• Entry level

• Contract

• Administrative

• Business Consulting and Services