Administration & Office Supervisor
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Key skills for this role
About the Role
elseco seeks an Administration & Office Supervisor to ensure smooth office operations in Dubai. The role involves overseeing facilities, vendor coordination, workplace services, and providing administrative support to senior leadership.
Key Skills for This Role
Responsibilities
- Provide administration support across a wide range of office and admin tasks
- Monitor and update company expenses through excel spreadsheet and support in building yearly budget
- Handle visa and non sponsored card applications, renewals, and cancellations for employees
- Coordinate and assist on engagement activities, learning & development trainings, and company events
- Greet staff and visitors upon arrival, ensuring a professional and welcoming environment
- Maintain an organized and well stocked office, replenishing supplies
- Coordinate and support Leadership Team with visitor arrangements
- Prepare travel arrangements for Leadership Team
- Oversee office facilities including maintenance, cleaning, and emergencies
- Conduct vendor comparisons, outreach, and negotiations for services
Requirements
- University Degree required
- 6 8 years of Office coordination experience
- Excel, Word and PowerPoint proficiency
- Excellent communication skills, written and verbal English
- Position Dubai based, so requirement to live in Dubai
Full Job Posting
Job Purpose
- The Administration & Office Supervisor will ensure smooth office operations by overseeing facilities, vendor coordination, and workplace services while maintaining a professional and welcoming environment for staff and visitors.
- The role will also provide comprehensive administrative support to senior leadership as needed (travel coordination, and follow ups on key activities and events etc.).
- In addition, the incumbent will support in managing the company’s engagement initiatives, organisation of internal events, while taking on additional responsibilities as business needs evolve.
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.
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.
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