Office Operations and Administration Manager

About the role

A US-headquartered financial services firm is looking for an experienced Office Operations and Administration Manager for its Dubai office in the DIFC district. The role is front-of-house and office-based, with the expectation of being present at the office and some flexibility. It reports to the Global Head of Operations and the regional Executive, who focus on the growth of the business in the UAE office.

Key responsibilities

• Oversee and ensure smooth and effective operations and administration of the UAE office, assisting with global sales and marketing operations when needed.
• Support UAE-based management and business development staff with meeting coordination and transactions, and perform ad hoc tasks for the business development team, regional Executive and Global Head of Operations.
• Work within global operating procedures and comply with regional company regulatory requirements, driving a culture of integrity and transparency.
• Support the Global Head of Operations with administration and projects for local and regional offices, and help roll out policies and best practices.
• Work with the corporate secretary, company accountant and auditor on accounting, audit and company filing duties, and ensure documents and records are retained and accessible.
• Assist with local IT services and requests, and manage IT system administrative requirements with external regional and global IT support providers.
• Manage expense invoices and receipts in XERO, coordinate office accounting, and handle UAE expense claims and reimbursements in line with policy.
• Manage facilities services, including the initial cosmetic fitout, renovations, building management, and the pantry, including cleaning and food and beverage purchases.
• Coordinate domestic and international travel (flights, hotels, car rentals) for senior management and business development staff, and manage appointments, meetings and staff calendars.
• Coordinate local business development marketing activities, manage leave records, new joiner orientation and benefits assistance, and handle reception duties such as visitor greetings, meeting room bookings and tea service.
• Purchase office supplies and equipment, maintain stock levels, and manage telephone calls, mail and couriers.

Required profile

• Experience as an office operations and administration manager.
• Knowledge of DIFC rules and regulations is advantageous.