Office Administrator

Dubai, UAE

Ref: HP647-1614

Job description / Role

Employment: Full Time

Our client, leading offshore support vessel company is currently recruiting for an Office Administrator . You will be directly reporting to the HR Manager

Key Accountabilities:
- Provide administrative support to CFO and DCFO including arranging meetings, filing, preparing expense claims and organizing documents for signature.
- Arrange travel, hotel and visas as necessary for all business travel of Corporate and Shared services employees
- Arrange visas, flights, hotels and transport for business travel of CFO, DCFO and clients or visitors of Finance department as required.
- Ensure receptionists, drivers, and office assistant are well aware of their assignments/schedules.
- Oversee the usage of the corporate office vehicle fleet.
- Maintain vehicle kilometer report, vehicle services records, driver’s daily checklist, and drivers monthly assessment
- Monitor the Salik account and make sure that minimum balance is maintained
- Control and monitor fuel card usage of UAE employees
- Maintain monthly summary of Etisalat and Du telephone bills
- Manage vendor relationships; negotiate hotels rates Liaise with Hotels regarding corporate rate agreement, renewal and credit facility.
- Manage purchase of office supplies, stationery items, office equipment and furniture; ensure spending is within the budget
- Liaise with Etisalat regarding requisition of new sim-cards, data package upgrade, BIS/BES activation and cancelation of service
- Liaising with the necessary bodies to ensure the maintenance of building facilities
- Raising purchase orders, expense claims and arranging invoices
- Ensure incoming company’s general emails are properly forwarded to the concern persons
- Maintain an adequate inventory of office supplies, stationery, pantry and cartridges
- To ensure that all administrative related invoices are recorded and LPOs are prepared.
- Handle departmental petty cash funds and maintain control for all sundry expenses
- Planning of meetings and company events, year-end parties conferences and conference telephone calls
- During any absence of Receptionist, operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

Communication & Working Relationships
- Internal: All Employees
- External: Vendors, suppliers, agents, general public

Requirements

- A minimum of five years in a similar role with overall responsibility for office management, administration in a busy corporate environment
- Excellent organization skills
- Excellent time management skills
- Relevant Degree Qualification

About the Company

We lead in the creation and delivery of innovative workforce solutions and services that enable our clients to win in the changing world of work.

ManpowerGroup powers the success of many of the world's most dynamic organizations. We deliver innovative workforce solutions that enhance competitiveness, increase efficiency and spur productivity. Combining global reach with local expertise - 3600 offices in over 80 countries - we know the changing world of work and bring a deep understanding of the companies we work for and the industries we service.

ManpowerGroup entered the Middle East in December 2007 after acquiring local company Clarendon Parker, thus bringing 15 years in-depth local knowledge combined with a global footprint and industry shaping expertise and thought leadership. Manpower Middle East supports clients in the Middle East and North Africa regions. Our business is aligned to key skill specializations to ensure our clients requirements are met by expert and knowledgeable consultants that understand your industry and role requirement.

Our consultants are experts in finding the right talent across all industries in a broad-range of occupations including: