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Office Manager & Executive Support Officer
BxT Trading
Dubai, UAE
Full Time
Manager
Onsite
3 weeks ago
Office ManagementVendor ManagementCost ControlPurchase OrdersInvoice ProcessingMicrosoft Office
Free
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Office ManagementVendor ManagementCost Control
About the Role
BxT Trading is seeking an experienced Office Manager & Executive Support Officer in Dubai to oversee office operations, vendor management, and cost control. The role also provides executive support to the Management Committee and CEO.
Key Skills for This Role
Office ManagementVendor ManagementCost ControlPurchase OrdersInvoice ProcessingMicrosoft Office
Responsibilities
- Own and manage overall office operations, ensuring procedures are organised, efficient, and consistently followed across the department
- Serve as the primary point of contact for all office management matters, including procurement, office supplies, maintenance, facilities, and general services
- Ensure office efficiency through proactive planning and execution of equipment procurement, space layouts, and operational systems
- Manage building and parking access for all staff
- Manage relationships with vendors, service providers, and the building landlord
- Lead contract and price negotiations with office vendors, service providers, and on office lease matters as required
- Oversee the full PR/PO process, coordinate expenses validation with Finance, HR & CEO, and manage vendor code creation in the system
- Monitor invoices and maintain a comprehensive master tracker covering all payments, vendor creation, and cost control
- Prepare and maintain monthly reports tracking all office costs and expenses
- Coordinate and organise internal and external events as directed by Management
- Support the BxT Management Committee with diary management, scheduling, and daily meeting coordination as needed
- Coordinate travel arrangements for BxT Management Committee and the broader team
Requirements
- At least 8 years of relevant experience in an Office Management or senior administrative role
- Proven experience in office operations, facilities coordination, and vendor management
- Excellent communication and interpersonal skills
- Proficiency in English is essential
- Comfortable working in and contributing to a multicultural environment
- Technical knowledge: Office management systems and procedures, Microsoft Office (Word, Excel, PowerPoint, Outlook), strong IT literacy, corporate administrative practices
Full Job Posting
Role Overview
- Serving as the central point of coordination for office operations and administration across the department, the Office Manager oversees day to day office functioning, including facilities, vendor management, and cost control.
- The Office Manager ensures the smooth running of all administrative processes and provides broader team support on office related matters. The position also includes occasional executive support to the BxT Management Committee and Senior HR Manager as a secondary responsibility.
- Core accountabilities include managing end to end cost related processes covering purchase orders, MIGO, invoice processing, and the preparation of tracking reports.
Job Responsibilities
- Office Operations & Administration: Own and manage overall office operations, ensuring procedures are organised, efficient, and consistently followed across the department.
- Serve as the primary point of contact for all office management matters, including procurement, office supplies, maintenance, facilities, and general services.
- Ensure office efficiency through proactive planning and execution of equipment procurement, space layouts, and operational systems.
- Manage building and parking access for all staff.
- Provide a professional and welcoming environment for visitors and external guests.
- Act as interim coordination support in the absence of other assistants within the affiliate, as required.
- Vendor & Cost Management: Manage relationships with vendors, service providers, and the building landlord.
- Lead contract and price negotiations with office vendors, service providers, and on office lease matters as required; ensure all items are invoiced and settled on time.
- Oversee the full PR/PO process, coordinate expenses validation with Finance, HR & CEO, and manage vendor code creation in the system.
- Monitor invoices and maintain a comprehensive master tracker covering all payments, vendor creation, and cost control.
- Prepare and maintain monthly reports tracking all office costs and expenses; ensure timely updates to PO, travel, and invoice trackers and follow up to ensure payments are processed.
- Liaise with the Cost Controller and Accounting department on all invoices and provider matters.
Other Objectives
- Ensure adherence to compliance processes and guidelines specific to position’s roles and responsibilities.
- Work on different projects within the team or with other teams as and when required.
- Manage coordination with different departments for executing tasks.
- Maintain respectful and professional rapport with all team members.
- Be proactive in achieving and completion of tasks. Take lead in completing given tasks and responsibilities.
- Help the team as and when required for responsible areas.
- Complete, assist with other Ad hoc works as delegated.
Qualifications
- At least 8 years of relevant experience in an Office Management or senior administrative role.
- Proven experience in office operations, facilities coordination, and vendor management.
- Excellent communication and interpersonal skills.
- Proficiency in English is essential; knowledge of French and/or Arabic is a valuable asset but not required.
- Comfortable working in and contributing to a multicultural environment.
- Technical knowledge: Office management systems and procedures, Microsoft Office (Word, Excel, PowerPoint, Outlook), strong IT literacy, corporate administrative practices.
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