Administration & Office Supervisor

· Provide administrative support across a wide range of office and operational activities.

· Monitor and update company expenses through the daily use of an Excel spreadsheet and support in building the yearly budget for administration and office expenses.

· Ensure that the elseco Administration files and records are updated and well maintained.

· Greet staff and visitors upon arrival, ensuring a professional and welcoming environment.

· Maintain an organised and well-stocked office (elseco and ATOM), replenishing supplies for employees and visitors.

· Coordinate and support the Leadership Team with visitor arrangements, ensuring meeting rooms are prepared and refreshments are provided.

· Answer the company mainline phone and direct calls and messages appropriately.

· Prepare travel arrangements for the Leadership Team and employees as required.

· Coordinate with IT and Building Management (CPT & Gate Avenue) regarding office access, passes, and facilities requirements for employees and visitors.

· Oversee office facilities, including maintenance, cleaning, office equipment, plants, fire safety contracts, and other workplace services.

· Conduct vendor comparisons, obtain quotations, negotiate rates, and coordinate service providers for office and business needs.

· Arrange office permits, deliveries, parking access, maintenance visits, and other office-related requirements.

· Order and manage corporate merchandise, business cards, access cards, and other office materials.

· Manage loyalty and reward programmes (e.g., Business Skywards) for staff.

· Support the annual office budget process and monitor office-related expenditure.

· Communications, Branding & Social Media

· Support the Operations & Brand Director in coordinating internal and external communications.

· Assist with the preparation and distribution of company announcements, newsletters, and employee communications.

· Coordinate updates for the company's social media platforms, ensuring content is accurate, timely, and aligned with company branding guidelines.

· Assist with the coordination of marketing materials, promotional items, and branding initiatives.

· Support public relations activities and liaise with external suppliers, agencies, and partners as required.

· Help maintain brand consistency across company communications and events.

· Work closely with the HR team on employee administration matters.

· Coordinate visa applications, renewals, cancellations, and non-sponsored card applications, and maintain the DIFC Portal under HR guidance.

· Support onboarding and offboarding administration activities in coordination with HR.

· Assist HR with employee engagement initiatives, learning and development activities, and wellbeing programmes.

· Coordinate and organise company events, employee celebrations, team-building activities, and internal functions in collaboration with HR and the Operations & Brand Director.

· Perform other ad-hoc administration, communications, branding, and operational duties as required by the Operations & Brand Director, HR Team, or Leadership Team.