Office Manager

Job description / Role

Leading Architecture and Design practice are looking for an Office Manager to join their team in Dubai.

This person will be responsible for a small team: Office Coordinator, Receptionist, Cleaner and Driver, and have financial management, HR, IT, Facilities Management, Communication/Marketing, Administration and Commercial/Legal responsibilities.

Financial Management:
- Checking timesheets and processing payroll,
- Invoicing,
- payment processing,
- credit control, cashflow forecasting, reconciliation, expenditure tracking, job costing, financial reporting, annual returns, liaison with accountants. Managing the budget and provision of office equipment, IT and Stationery

Human Resources:
- Development and implementation of HR systems, processes, policies and procedures HR reporting and statistics. Ensure that all HR policies are up to date with legislation and are accurate. Ensure HR policies and statutory procedures are adhered to and applied consistently.
- Responsible for issuing offer letters and contracts to all new employees. Co-ordinate new starter inductions and training for all departmental staff
- Liaise with line managers to ensure probationary period assessments are completed on time and issue paperwork.
- Co-ordinate and manage appraisals, salary reviews and other employee benefits.
- Recruitment and retention, including defining roles and responsibilities, person specifications, liaison with agencies, preparing and placing recruitment adverts, negotiation of terms, interviews, etc
- Support managers in the Performance Review/Appraisal process and initiate appropriate action
- Ensure exit interviews are carried out and action any areas for improvement.
- Provide advice and support to all employees on day to day HR issues.
- Prepare documentation for management meetings
- Managing and monitoring absence and holiday/sickness
- Supporting the Managers with all HR related matters including disciplinaries and grievances, absence management and equal opportunities
- Provide advice and guidance to managers and employees on HR policies and ensure all HR policies and procedures detailed are in line with current employment legislation.
- Develop and maintain effective career development and performance management systems

I.T. Management:
- server maintenance,
- monitoring hardware/software specifications and licensing schedules,
- data protection,
- liaison with IT support,
- creating new users/deactivating old users, adhoc IT queries, upgrading of IT systems.
- Ensure that new hardware and software are made ready for new recruits.
- Responsible for electronic document control, storage and archiving.

Premises Management:
- liaison with Building Manager,
- ensure compliance with H&S regulations,
- management of utilities for office,
- stationery ordering,
- professional indemnity & office insurance.
- Health and Safety Management

Communication and Marketing:
- website maintenance, updating company profiles and keeping senior staff CV’s up to date
- replenishment of business cards for staff and collaterals

Administration:
- Oversee the day to day running of the office and act as a trouble shooter to resolve office problems, archiving, Control of confidential correspondence

Commercial and Legal:
- Ensure that all legal documents of the Company are safely stored and be made available at short notice
- Keep up to date all commercial document templates
- Ensure that trade licences and the insurances are renewed on time.
- Take leading role in ISO accreditation of the office.
- Carry out Audits to ensure that ISO requirements are adhered to. Nominate a Quality/Safety Officer (s) to assist in the maintenance of the ISO system.

Requirements

This candidate will be working in a similar role, ideally within the Architecture/Design sector and be looking to work with one of the most revered Designers.

A growing office, this person will be extremely switched on, multi tasking, an eloquent communicator and extremely organized.

About the Company

Consisting only of Director level personnel, each with over 12 years' experience of working within the Gulf Region, we aim to alleviate all the issues and frustrations traditionally associated with using a Resourcing or external HR service. Each client and candidate is handpicked and dealt with by a Director personally thus ensuring that all parties get the level of service they expect. to: Consisting only of Director level personnel, each with over 12 years' experience of working within the Gulf Region, we aim to alleviate all the issues and frustrations traditionally associated with using a Resourcing or external HR service. Each client and candidate is handpicked and dealt with by a Director personally thus ensuring that all parties get the level of service they expect.