Office Coordinator

They are seeking a highly experienced Office Coordinator to provide temporary cover for a 13 month period based at their offices in Dubai. The successful candidate will have broad-based experience in general office coordination as well as people management preferably within a professional services firm. You must be able to perform successfully and produce results in a fast-paced, intellectually intense, client-oriented environment.

As the Office Coordinator you will be responsible for the general management of the office environment and office services teams including:

Business Service Team HR / Staff Management

•    People management for the operations team consisting of 16 reports including Executive and HR and Admin Assistants, Translator, Internal services and Reception from recruitment to training & development to supervision and performance management
•    Resource and workload management for the operations team, front office as well as executive assistants team
•    Responsible or general HR procedures and coordination of the HR Administration team who are responsible for Consulting HR activities (new policies and employee benefits packages, on-boarding, new hire integration, final day procedure, visa/permits, etc….)

Facility management

•    Coordination and monitoring of all processes in the facility
•    Management, development and implementation of concepts for optimization of internal services
•    Space planning, coordination of office design, expansion, remodeling, and relocation
•    Coordination of office build-outs and repairs /maintenance
•    Responsible for office security and employee safety, including disaster management / emergency services
•    Monitoring rental agreements and collaboration with landlords

Purchasing and controlling

•    Vendor management
•    Travel and accommodation management (Travel Agents/Ground Transportation/ hotels/serviced apartments)
•    Budgeting, capacity planning and cost control of all office services within area of responsibility

Other responsibilities will include working closely with HR, IT, Marketing and Finance departments; you will also be expected to liaise with the legal team and local council on compliance matters, immigration issues, contract and labor law etc. Organise office events, meetings, lunches, dinners and be involved with the implementation of global/regional Policies and guidelines.

Requirements

Candidates will be highly organized and have the ability to anticipate alternate solutions and to always be prepared with contingency plans as required in a calm and efficient manner. To be considered for the role, candidates must possess a Bachelor’s Degree (administrative or commercial) and have at least eight years office coordination/management experience.

Additionally, have previous and proven experience in a similar role. Candidates must be able to commit to the 13 month contract.