Office Administrator
Role Overview
Ensure the smooth operation of elseco and ATOM’s Dubai offices through facilities, workplace services, vendor coordination, and administration.
Report to the Operations & Brand Director and support expenses, budgets, visa and DIFC Portal administration, and communications preparation.
Support internal events and administrative projects as business needs evolve.
Key Skills for This Role
Full Job Posting
About elseco
elseco is a Dubai-based specialty insurance underwriting agency and Lloyd’s Coverholder, with offices in Dubai, London, and Washington, DC.
The company underwrites across space, aviation, accident and health, and energy insurance; its ATOM technology platform is business critical.
Role purpose
Ensure the smooth operation of elseco and ATOM’s Dubai offices through facilities, workplace services, vendor coordination, and administration.
Report to the Operations & Brand Director and support expenses, budgets, visa and DIFC Portal administration, and communications preparation.
Support internal events and administrative projects as business needs evolve.
Responsibilities
- Provide administrative support across both offices; maintain records and supplies; greet visitors and answer and direct mainline calls.
- Track expenses daily in Excel and own the annual administration and office-expense budget across both offices.
- Coordinate leadership visitor arrangements, meeting rooms, refreshments, and employee travel.
- Coordinate office access, passes, and facilities with IT and building management; oversee maintenance, cleaning, equipment, plants, and fire-safety contracts.
- Compare vendors, obtain quotations, negotiate rates, and coordinate service providers.
- Arrange permits, deliveries, parking, maintenance visits, merchandise, business cards, access cards, and other office materials.
- Coordinate visa applications, renewals, cancellations, non-sponsored card applications, and DIFC Portal administration.
- Organize internal events and support formatting, distribution, and logistics for communications under the Operations & Brand Director’s direction.
- Manage staff loyalty and reward programs and perform other administrative and operational duties as required.
Requirements
- University degree required.
- Strong Excel skills, including formulas, budget tracking, and expense reporting; proficiency in Word and PowerPoint.
- 6–8 years of office coordination experience and a track record of professionalism and efficient execution.
- Excellent written and verbal English; professional manner, attention to detail, and strong mental agility.
- Must live in Dubai.
- Self-motivated, proactive, adaptable to new technologies, and able to maintain effective working relationships.
- Can prepare and format communications materials without owning the content or messaging.
Work location
- Dubai-based role supporting both elseco and ATOM offices.
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