Administrative Manager (Russian Speaker)

Role Overview

1. Multi-Office Administration

• Oversee day-to-day administrative operations across all office locations, ensuring consistency and efficiency.
• Develop, implement, and maintain company-wide administrative policies, procedures, and standard operating procedures.
• Manage relationships with building management, landlords, and facility service providers across all sites.
• Coordinate office space planning, seating, and workspace optimisation in line with business needs.
• Manage procurement of office supplies, equipment, and services; oversee vendor contracts and renewals.
• Ensure all offices comply with health, safety, and local regulatory requirements; conduct regular audits.
• Oversee facilities maintenance, repairs, and improvement projects across all locations.

2. Trade License Renewal & Corporate Compliance

• Manage the end-to-end renewal process for all company trade licenses across all office locations and jurisdictions.
• Maintain a comprehensive renewals tracker to ensure no license, permit, or corporate registration lapses.
• Liaise with government authorities, free zone bodies, and licensing departments to submit applications and resolve queries.
• Prepare, organise, and submit all required documentation for trade license renewals, including MOAs, tenancy contracts, and audited accounts.
• Coordinate with legal counsel and PRO (Public Relations Officer) on regulatory filings and compliance requirements.
• Monitor changes in licensing regulations, trade laws, or compliance requirements across all operating jurisdictions and advise management accordingly.
• Maintain a secure, organised archive of all corporate documents, certificates, and government-issued permits.

3. Travel Coordination & Visa Management

• Serve as the central point of contact for all employee travel arrangements across the organisation.
• Coordinate end-to-end business travel logistics including flight bookings, hotel accommodations, ground transportation, and travel insurance.
• Manage relationships with travel agencies, airlines, and hotel partners to negotiate corporate rates and preferred agreements.
• Administer the company travel policy; advise employees on entitlements, procedures, and pre-approval requirements.
• Manage all visa applications and renewals for employees, dependants, and business visitors, including entry permits, residency visas, and employment visas.
• Liaise with government immigration authorities, typing centres, and PRO services to process visa and residency applications accurately and on time.
• Maintain a visa and passport tracker for all employees, flagging upcoming expiries well in advance.
• Coordinate medical fitness tests, Emirates ID renewals, and any other government-mandated requirements linked to residency.
• Support relocated employees with settling-in logistics including accommodation search, school information, and local registration requirements.
• Handle urgent or last-minute travel requirements efficiently and within budget.

4. Employee Engagement

• Design and manage a company-wide employee engagement calendar covering all office locations.
• Develop recognition programmes, wellbeing initiatives, and culture-building activities that reflect company values.
• Gather employee feedback through surveys and informal channels; present findings and improvement recommendations to management.
• Collaborate with HR on onboarding experiences, milestone celebrations, and internal communications.
• Monitor engagement metrics and report on trends and outcomes to senior leadership.

5. Events Organisation

• Plan, coordinate, and execute a full calendar of corporate events including town halls, team-building activities, seasonal celebrations, and leadership offsites.
• Manage all event logistics end-to-end: venue selection, catering, AV, transportation, accommodation, and guest communications.
• Develop and manage events budgets, ensuring cost-effective delivery without compromising quality or experience.
• Coordinate cross-office events designed to foster collaboration and a unified company culture.
• Manage external vendors, suppliers, and agencies; negotiate contracts and ensure service standards are met.
• Conduct post-event evaluations to measure impact and continuously improve future events.

6. Budget & Financial Oversight

• Prepare and manage the annual administration, travel, and facilities budget across all office locations.
• Monitor expenditure, identify cost-saving opportunities, and report on budget performance to senior management.
• Process invoices and purchase orders in compliance with company financial policies and approval frameworks.

Essential

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum 5 years of experience in administration or operations management in a multi-office environment.
• Proficiency in Russian Language
• Demonstrated experience managing trade license renewals and corporate compliance in the UAE or similar jurisdiction.
• Strong background in corporate travel management and vendor negotiation.
• Solid experience in employee engagement initiatives and corporate event planning.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.

Desirable

• Prior experience working with PRO services and UAE government portals
• Familiarity with travel management platforms and HRIS systems.
• Exposure to international mobility or relocation support programs.

Key Competencies

• Attention to Detail & Accuracy