Office Manager - 6 Month Contract

Job description / Role

Report to: EMEA Director of HR & Facilities
Direct report: Receptionist

Our client seeks an experienced and motivated Office Manager to provide high quality service and support to a growing Dubai office. The role will be challenging, diverse yet rewarding. The Dubai Office Manager will play a key role in ensuring strong lines of communication between other offices and corporate headquarters in America.

Key Accountabilities:
- Provide full administrative support including internal memos, outside correspondence, creating and maintaining filing systems, copying, faxing, distribution, following-up on projects, mailings, travel arrangements, preparing reports, and personal requests.
- To undertake full administration duties of local office including all contacts with suppliers.
- To manage and provide direction to the receptionist.
- Coordinate meetings and make arrangements for conferences, meetings and events.
- Provide assistance when employees are on the road. This may include checking voice mail, answering telephone calls, messages and faxes.
- Supporting Marketing events.
- Event management eg. Webinars, seminars and symposiums.
- Other responsibilities assigned by the Director of European HR, coordinating with the Country Manager.

Personal Assistant:
- Assist the Senior Manager with all travel arrangements.
- To undertake ad hoc duties as required by the Manager and to respond flexibly to requests for cover.

Administrator:
- Order all supplies for the office and ensure that the office is fully equipped and operational at all times.
- Arrange all travel and accommodation
- Organise shipment/courier of documents.
- Participate in company meetings and take minutes.
- Provide cover for other administration staff in the region and internationally during absences or when assisting with specific projects.

Human Resources:
- Assist with the induction of new employees to the company
- Keep an accurate record of vacation/sickness absence days
- Assist with the renewal of company benefits for staff under the direction of the HR Director, Europe.
- Maintain local personnel files and associated legal documents.
- Assisting the HR department with local HR projects as necessary.

Facilities:
- Oversee projects relevant for office improvement.
- Supervision of day by day and extra-ordinary maintenance activities in the Dubai office.

Health & Safety:
- Work with an external consultant, to ensure that H&S requirements are met and that all documentation is in place and up to date.
- Organize the trainings required by the local H&S regulations

Data Protection
- Work with the in –house counsel to ensure that all data protection requirements are met and that all the documentation is in place and up to date.

Requirements

- Excellent English language skills are essential.
- Must have own visa
- Must have experience in a big office movement not only an extension. Moving more than 60 people is ideal.
- At least 5 years’ experience as an Office Manager/Senior Administrator in a fast-paced, company start-up, sales environment.
- Strong organisational, interpersonal and written communication skills.
- Organised and enthusiastic are the key words, autonomy and adaptability are critical.
- Experience in dealing with customers.
- Advanced Microsoft Office - Word 7.0, Excel, PowerPoint, and Outlook.
- Education - High School Diploma & Secretarial College/Four-year Degree, or equivalent.

About the Company

Mackenzie Jones Middle East has decades of recruitment expertise in various industry sectors. Along with a deep understanding of key market sectors and regions, we never forget to treat clients, companies and candidates as individuals who have unique needs.

So we always listen, constantly learn, occasionally challenge and frequently advise. Its all part of a service renowned for its courtesy, consideration and dedication. Based in Dubai since 2006, our office covers the GCC and Levant countries and with the right regional expertise, we are the leading specialists.

Were growing rapidly because people appreciate our honesty, commitment and results.