Office Manager for a Multinational Professional Services Firm

RecruitMe FZE

Dubai, UAE

Ref: QP103-380

Job description / Role

Employment: Full Time

Lead the effective operations of all office activities in the Middle East, including Office Services such as vendor relations, office budget, facilities management and administrative support. Manage the registration process of our different offices in the Middle East and ensure business efficiency and compliance. Manage travel and Amex policies for the offices in the Middle East.

Responsibilities:
The Office Manager is responsible for office Administrative employees in the different offices, including, Office Services, Executive Assistants and Receptionists. The Office Manager provides administration orientation and training for all new employees in each office and specialized training for each office, administration and support services

Office Services:
• Leads overall travel program manager, responsible for relationship with travel agency (CWT); manages the global travel policies; annually coordinates the directory of global hotels and negotiates corporate rates
• Leads regional AMEX, coordinating with the vendor and responsible for dealing with issues as they arise
• Directs all Office Services activities, including mail services, reception/message center, conference services and catering, duplicating, and clerical support
• Coordinates all facilities management functions, including office/workstation assignments, Office maintenance and housekeeping, decorating, remodeling and corporate sustainability efforts
• Acts as a liaison with the building management, ensures adherence to building rules and regulations
• Comprehensive understanding of all attributes of office real estate lease, target dates for key decision and scheduled increases
• Develops annual office line item and capital budgets and maintains the budget on a monthly basis
• Oversees and/or handles office procurement of general office supplies, office equipment, furniture, capital office assets, etc.
• Oversees the receipt and processing of invoices
• Maintains office security and safety, initiates appropriate actions to ensure security and compliance with security guidelines.
• The Office Manager directs all DIFC Company registrations and Power of Attorney
• Arranges the attestation, stamping and legalization of documents for all Middle East Units throughout the different embassies and Ministries of Foreign affairs
• Leads the renewal processes in coordination with the legal counsel team
• Post entity registration responsibilities, including office location, and related logistic arrangements, working together with the other relevant departments

With the support of the EA team lead:
• Reports EA ratios, make assignment adjustments when transitions/promotions occur
• Develops contingency EA and office services assignments based on short-term changes in consultant workload or EA attendance – communicate these plans clearly to consulting and administrative staff
• Reports ratios and headcount information for Office, Production and Support Services to Global Administration as requested
• Tracks/Maintains vacation schedules and coverage of direct reports i.e. EA/OS staff

Requirements

Experience:
• Strong oral and written skills in English, Arabic is a plus
• Excellent analytical and reporting skills
• Proficient in general Windows and in Microsoft Office
• Strong demonstrated administrative and organizational skills
• High Level of professionalism and ability to interact effectively at all levels
• Discretion in handling sensitive or confidential information, with strict adherence to confidentiality and protection of Firm and Intellectual property
• Sound Judgement with independent decision making
• Organized, motivated, self-directed and team player
• DIFC licensing experience essential
• Bachelor or Master Degree required
• 5-10 years in an office leading role in a professional services multinational
• Occasional travel required

About the Company

RecruitME are a specialized recruitment consultancy supplying top tier business support staff to Dubais leading multinational organizations. We carefully source, screen and select only the very best candidates to assist our clients in making easier recruitment decisions faster.

Differentiating ourselves from standard recruitment agencies our consultants have been carefully chosen for their backgrounds in business support for leading multinational organizations. Having been both the client and the candidate previously, we have an insiders understanding of the recruitment process and our clients needs.

What we do:

Specializing in business support positions we can assist in introducing a small selection of experienced administration, finance and human resource candidates with the relevant experience to benefit your business. Our careful screening process ensures that we have met with and can give a concise overview of each candidates skills and current situation before you meet them.

We pride ourselves on sending our clients only the very best available candidates in the market to ensure a simplified, hassle free and timely recruitment experience for all involved.

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Office Manager salaries in UAE

Average monthly compensation
AED 10,000

Breakdown available for industries, cities and years of experience