Office Administrator

About the role

Elseco, a high technology specialty insurance underwriting agency and Lloyd's coverholder, is looking for an Office Administrator to keep its Dubai offices running smoothly. Reporting to the Operations & Brand Director, the role covers facilities, workplace services, vendor coordination and administrative activities, while keeping a professional and welcoming environment for staff and visitors.

Key responsibilities

• Provide administrative support across office and operational activities, and monitor daily company expenses in Excel, taking ownership of the yearly administration and office budget.
• Keep administration files and records up to date, and greet staff and visitors and keep the offices well stocked.
• Coordinate visitor arrangements, prepare meeting rooms and provide refreshments, and answer the mainline phone.
• Prepare travel arrangements for the Leadership Team and employees, and coordinate with IT and building management on access, passes and facilities.
• Oversee office facilities, including maintenance, cleaning, equipment, plants, fire safety contracts and workplace services.
• Compare vendors, obtain quotations, negotiate rates and arrange permits, deliveries, parking access and maintenance visits.
• Order and manage corporate merchandise, business cards, access cards and other office materials, and manage staff loyalty and reward programmes.
• Handle visa applications, renewals and cancellations, and maintain the DIFC Portal.
• Organise internal events, including logistics, venue and catering, and support internal and external communications.
• Perform other ad-hoc duties asked by the Operations & Brand Director or Leadership Team.

Required profile

• University degree.
• 6 to 8 years of office coordination experience with a proven track record of professionalism and efficiency.
• Must live in Dubai, as the position is based there.
• Excellent written and spoken English, with a professional and presentable manner.
• Meticulous, hardworking, positive and able to build good working relationships with staff.

Required skills

• Strong Excel skills (formulas, budget tracking, expense reporting).
• Proficiency in Word and PowerPoint.
• Ability to learn and adapt to new technologies and systems.