Office Administrator

Job description / Role

We are currently working on behalf of a privately owned organisation based in Dubai who manages property assets here and overseas. They are looking to recruit a strong Western Administrator for their Office Administration role, who will support the Head of Operations, providing full human resources, operations, executive and administrative support.

The role will be divided in to two main areas:
- Act as the point of contact for HR matters across the organisation.
- Support organisation-wide recruitment (including development of job descriptions, pipeline recruitment, sourcing and liaison with recruitment agents, placing advertisements, screening CVs, 1st round interviews and reference checks).
- Co-ordinate the on-boarding of new starters (including preparation of offer letters, employment documentation, induction programmes, PC and desk space set-up).
- Administer and support HR functions such as performance reviews, training plans, sick leave and annual leave, reminders for anniversaries etc, along with associated reporting.
- Arrange all visas, ID Cards and immigration related matters in the UAE for employees and dependents.
- Ensure practical, relevant employee health insurance provisions.
- Manage and maintain accurate internal record keeping and document retention systems (both soft and hard copy) for the HR function.
- Carry out salary survey research to ensure salaries remain at least at market level.
- Organise any staff departures (including final salary calculation letter, exit interview and coordinate departure procedures) ensuring a positive parting of ways.

Operations
- Project manage the relocation of the office and set up accordingly with all elements running smoothly.
- Take charge of the day-to-day running of the office to achieve office space maintained to a high standard, guests feel welcomed, have desk space, access to internet/ printer etc.
- Act as point of contact for all calls to the main switchboard number.
- Maintain and distribute internal telephone lists and keep office speed dials updated.
- Plan for all meetings at the office, ensuring equipment is functioning and providing refreshments.
- Ensure appropriate stocks of office stationery and pantry supplies, purchasing as required.
- Distribute incoming mail and manage outgoing mail by post or by courier. Manage the Fed Ex account.
- Organise special occasions and events such as team-building and seasonal celebrations.
- Administer petty cash, expenditure reimbursement and credit card reconciliations.
- Participate in Finance initiatives to encourage alignment/ cost savings etc across the organisation.
- Work within the operations budget for 2015 and develop future budgets with Finance.
- Source and oversee office suppliers and contractors, processing any invoices for payment.
- Take responsibility for any business travel arrangements and oversee the business travel accounts.
- Provide administrative support (including document, spreadsheet and presentation production, company template updates, calendar arrangements etc).
- Undertake research requests and provide analysis and recommendations of findings.
- Undertake ad hoc tasks and project work as required and act as back up to colleagues as helpful.

Requirements

- An eagle-eyed attention to detail.
- Naturally organized, working in a structured, methodical manner.
- Polished, disciplined and professional.
- Acts with grace, integrity, humility, diligence and discretion.
- Proactive and always “one step ahead”, gets things done.
- Keen to contribute, adding energy and ideas, whether the task is large or small.
- Excellent communication skills, both verbal and written, transparency with line manager.
- Positive, adaptable and a flexible team player.
- Takes pride in seeing all tasks and projects through to 100% completion and ahead of the deadline.
- A “can do” attitude and enjoys problem solving, thinking laterally to resolve issues.
- Willing to make and accept accountability for recommendations, actions and results.
- Maintains a healthy work/life balance.
- The successful candidate will have the following skills and experience:
- Strong skills in MS Office.
- A minimum of five years professional experience with at least two years in an HR administration capacity.
- Experience of operations and visa management in Dubai would be an advantage, as would experience in a Family Office role.
- A great verbal and written communicator with no inertia.
- Excellent research and analytical skills, common sense and negotiation acumen.

About the Company

International Recruitment Executives provides a full 360’ recruitment service and takes pride in tailoring solutions to meet each individual client’s needs on a case-to-case basis.

Our service offering focuses on middle level to Senior, Director and C-suite executives across the following specialisms:

• Leisure • Hotel & Hospitality • Banking & Finance • Legal • PR & Communications • Digital & Social Media • Human Resource • Business Operation Professionals

Our range of services includes the following:

Contingency Recruitment

Using our database, network and respected relationships International Recruitment Executives can introduce you to high calibre individuals who are both active and passive within their market and industry; providing a higher level of service to our Clients and Candidates than other consultancies.

Our campaign management service delivers comprehensive support for the end-to-end management of your recruitment campaign. We devise and run a bespoke campaign dealing with the initial marketing through to selection and on boarding of the selected individuals.

Executive Search

Our dedicated sourcing team is consistently mapping the market within their specific industry and discipline enabling them to identify and select suitable candidates for your organization. We utilise a tried and tested search methodology that ensures we find the best candidate to fill your specific brief whilst also ensuring and maintaining confidentiality.

Bespoke Recruitment Projects

Our projects team is experienced in delivering bespoke project recruitment solutions. Clients utilize this service during restructures and rapid growth to alleviate pressure on their own internal recruitment teams. We work directly with our Clients by providing them with advice and dedicated support to identify the requirements of their business by taking full responsibility of the project and recruitment life cycle requirements to ensure the delivery of high quality support service