Office Manager/Office Coordinator

Job description / Role

Client is an Investment company in Abu Dhabi who are looking for a Bi-Lingual Office Manager. The salary for this role is up to 20,000 AED per month depending on experience.

The Office Coordinator carries out a wide range of administrative task, including responsibilities for travel, meeting and event arrangements, some communications duties, and generally is responsible for the smooth running of the day-to-day office support and operations.

The Office Coordinator is responsible for a diverse remit covering a multitude of task and duties essential for the smooth operations of a busy interdisciplinary and multicultural office.

General Office & Support to the HR Department:
- Helping in scheduling interviews when needed with necessary support such as skype
- Supporting the travel needs for candidates, including tickets, hotel and transportation
- Supporting in relocation services and the local tour service
- Creating salary certificates when the cover is needed
- Supporting in induction meetings for juniors when the cover is needed
- Supporting in expenses reimbursement
- Supporting in the medical claims, tracking the details and coordinating for collection then distributing of cheques
- deal with complex queries and complaints on the telephone, by email and in person
- manage any travel arrangements of the organization in the function of the travel coordinator
- arrange internal and external meetings and appointments as required and requested by the management
- Government & background checks
- Assist the CHRO in maintaining his schedules and Assist the HR team in all Administrative tasks

Management of Administration staff:
- supervise the work of clerical and secretarial staff, monitoring the workload and work rate
- manage the administrative staff in terms of regular and ad-hoc reviews, appraisals, and grievances
- keep personnel records for the Administration team
- organize the resourcing and induction of new staff in the Administration department, be it permanent, contracted or outsourced

Procurement
- control the office administration budget
- coordinate the procurement for the HR and Administration departments, e.g. orders of supplies and consumables, furniture, etc. as required
- coordinate with external agencies and suppliers (e.g. marketing, cleaning, facilities management, security) as and when required
- organize office maintenance and repair work

Other tasks
- manage the organization of internal events and the companies participation at external events such as conferences, career fairs, etc.
- manage internal and external communications, press coordinator
- arrange for health and safety equipment to be tested on a regular basis;
- review and update health and safety policies
- perform any other tasks and duties which from time to time might be assigned to the Office Coordinator by the CHRO
- coach and mentor UAE nationals, especially in relation but not limited to, the Administration department

Requirements

- Bachelor degree in Business Administration or another relevant faculty
- A minimum of 4-6 years of relevant administrative experience
- Hands-on experience in managing an busy multi-cultural office
- Extensive travel management, meeting logistics, and correlated skills
- Proven staff management and coordination skills
- Well versant in MS Office applications
- Fluent in Arabic and English, other languages an advantage

Personal attributes
- Strong problem solving skills (hypothesis-driven thinking, analytical, quantitative, conceptual skills)
- Excellent interpersonal and communication skills (oral, written, presenting)
- Team-player, genuine interest in other people’s development, willing to share the credits
- Flexibility to work and interest in working across sectors when required
- Radiating positive energy and enthusiasm, can-do mentality
- Drive to achieve, goal and results oriented
- Ownership, takes responsibility for all work activities and personal actions
- Comfort with and ability to grow and perform in a start-up environment
- Demonstrate ambition and a belief that you can make a difference and are prepared to work for it

About the Company

At Hays, we invest in lifelong partnerships that empower people and businesses to succeed. With over 50 years’ success under our belts and a workforce of 10,000+ people across 32 countries, we’ve evolved to put our customers at the heart of everything we do.

So much more than a specialist recruitment business, what really sets us apart is our knowledge through scale, deep understanding and our ability to meaningfully innovate for our customers. By providing advice, insights and expertise on issues you face today in the fast-paced world of work, we help you make the right decisions for tomorrow.

Offering an unrivalled suite of recruitment and workplace solutions, whether you’re looking for what’s next in your career, or have a gap to fill, we’ll help you get where you want to go.

You can rely on us to deliver today and help you plan for tomorrow.