Senior Office & Administration Manager

About the role

We are seeking a senior professional to run the office and support the founders of Boat Trips Club, an online platform for boat tours and yacht experiences. The role combines contract and supplier administration, staff record keeping, and day‑to‑day office operations to ensure a smooth, welcoming environment.

Key responsibilities

• Manage inboxes, calendars, meeting preparation and follow‑ups for the founders.
• Oversee supplier and partner onboarding, agreements, invoices and payment tracking.
• Prepare, organise and monitor contracts for staff, contractors and partners, including renewals.
• Process invoices, prepare payments for approval and maintain financial records.
• Handle staff administration such as onboarding, leave tracking, payroll preparation and internal communications.
• Coordinate work permits, Emirates IDs and renewals with the PRO provider.
• Run daily office operations: opening the office, welcoming visitors, managing refreshments, vendors, supplies and maintenance.
• Leverage AI tools (ChatGPT, Claude) to draft documents, organise information and automate routine tasks.

Required profile

• Minimum 8 years of experience in administration, office management or executive support, with at least 5 years in Dubai.
• Proven track record working directly with founders, owners or senior leadership.
• In‑depth knowledge of Dubai government processes, work permits, Emirates ID, WPS payroll and local vendors.
• Demonstrated ability to manage supplier records, contracts and invoices.
• Experience with accounting or CRM software and strong spreadsheet skills.
• Discreet, professional and trustworthy with confidential information.
• Calm, organised and proactive, anticipating needs before they are raised.
• Fluent written and spoken English; Arabic is a plus.
• Daily practical use of AI tools such as ChatGPT or Claude.

Required skills

• Accounting software
• CRM software
• Spreadsheets
• AI tools (ChatGPT, Claude)