Office Manager

Job description / Role

The role is responsible for organizing and supervising all administrative activities that facilitate the smooth running of an office that will ultimately ensure organizational effectiveness and efficiency to the UAE Country operations. The position will also have to perform other tasks as assigned by Country Manager from time to time.

Key Accountability / Actions

Country Administration Duties
• Daily Office Administration Operations
• Office Maintenance arrangements
• Ongoing and Annual office utilities inspections
• Personal Assistant support to Country Manager – analysis, meetings, etc

Country Safety Health and Environment Aspects
• Assist in the monthly Integrated Management System (IMS), Safety, Health and Environment (SHE) reports when Regional Business Systems Manager is on leave.
• Preparing Office Risk Assessments/carry out safety induction for contractors/visitors and new joiners.

Country Insurance Administration
• Liaising with insurers for accidents claims for UAE.

Company Fleet
• Maintaining and updating the company fleet register, coordinating with workshops/individuals/ PRO’s for registration renewals.
• Issuing Salik Card and managing the Salik Accounts.
• Administration of petrol cards – issuing new cards, renewals, cancellation of cards, issuing the monthly fuel usage statement to individuals and maintaining a monthly record for Finance and Management.

Country Business Promotional Events
• Newsletter, company brochures, advertising, company giveaways etc.

Country Business Travel Arrangement
• Arranging air tickets, hotel bookings, visit itineraries for management and visitors.

General
• Dealing with designers to create artwork of the company logos, letterheads, business cards, signage etc. and brand guidelines,
• Arranging Management and visitors’ business travels and accommodation,
• Organizing office events,
• Preparing MRS (Material receipts summary in Orion),
• Facilities management, arranging electrical inspection, general maintenance, and housekeeping of Dubai Office,
• Arranging printing of company stationery.

Staff Management
• Coordinating and directing the work assigned to subordinate employees.

Requirements

• Bachelor Degree or above
• A high degree of computer literacy - to include competence in the following Microsoft applications - Excel spreadsheets, Word Processing, MS Office, file management, e-mail and the internet.
• Should have at least three year’s relevant and acceptable work experience in an Administrative / Office work environment.
• Should possess very well developed interpersonal and communication skills.
• Results oriented and client focused.
• Able to work on own initiative and in teams.
• Capable of exercising a high degree of delegated responsibility.
• Have good organizational skills relevant to the role with the ability to problem solve, pay attention to detail and deliver work to a high standard and to tight deadlines.

About the Company

Colas Middle East is one of the largest and leading suppliers of aggregates and asphalt to the Middle East construction industry, in addition to asphalt laying and contracting services. As a specialized Asphalt contractor, we offer a unique combination of the most advanced technical expertise, local knowledge and financial stability.

Colas Middle East with eminent partners in the UAE, Oman and Qatar, has been in the region for the last 40 years. We produce on an average 8 million tonnes of Gabbro Aggregates and 1.6 million tonnes of Asphalt per annum.

Colas Middle East is operated and partially owned by Colas Group which is a French multinational civil engineering firm specialized in road construction. Colas Group operates in every aspect of construction and maintenance of road and other types of transport infrastructure as well as on projects involving urban development and recreational facilities.

Backed by a workforce of 60,000 people, Colas undertakes about 80,000 projects every year via a network of 800 construction units and 2000 material production sites in around fifty countries worldwide in five continents.