Administration & Office Supervisor

Introduction

Job Purpose

Responsibilities

• :
• Provide administration support across a wide range of office and admin tasks.
• Monitor and update company expenses through the daily use of an excel spreadsheet and support in building the yearly budget for the admin/ office expenses.
• Support in sending company communications.
• Ensure that the elseco Admin file is updated and well-maintained.
• Handle visa and non-sponsored card applications, renewals, and cancellations for employees and maintain DIFC Portal.
• Coordinate and assist on engagement activities, learning & development trainings, and company events.
• Greet staff and visitors upon arrival to the office, ensuring a professional and welcoming environment.
• Maintain an organized and well-stocked office (elseco and ATOM), replenishing supplies (fruits, coffee, water, pantry supplies) for employees and visitors.
• Coordinate and support Leadership Team with visitor arrangements, ensuring meeting rooms are prepared and refreshments are provided.
• Answer the company mainline phone and dispatch messages to the concern person.
• Prepare travel arrangements for Leadership Team.
• Coordinate with IT & Building Management (CPT & Gate Avenue) on office access for new joiners, leavers etc.
• Oversee office facilities including arranging pick up of office keys and access card, maintenance, cleaning, plant, fire contracts, and handle emergencies by engaging contractors.
• Conduct vendor comparisons, outreach, and negotiations for specific services including hotel bookings, corporate events etc.
• Arrange and coordinate for office permits for deliveries, parking access, coffee machine servicing, carpet cleaning, water supply, and other office-related needs (for elseco & ATOM).
• Ordering corporate merchandise including water bottles, business cards, ID Card holders, Office Access cards etc.
• Manage loyalty/reward programs (e.g., Business Skywards) for staff.
• Perform other ad-hoc administration, and communications tasks as required by the Head of HR or the Leadership Team.

Knowledge And Skills

• University Degree required.
• Excel, Word and PowerPoint proficiency.
• Position Dubai based, so requirement to live in Dubai.
• 6-8 years of Office coordination experience and a proven track record of high professionalism, and ability to get jobs done efficiently.
• Excellent communication skills, written and verbal English, highly presentable and smart manners.
• Meticulous, hardworking ethic, attention to detail, positive can-do attitude, displaying strong mental agility.
• Good negotiation skills
• Professional approach, self-motivated and takes initiatives to find solutions.
• Develop and maintain excellent relationship with all elseco staff.
• Ability to learn and understand new technologies.