Office Manager | Piermont Search | Dubai



Job Description

Our client is recruiting for the position of an experienced Office Manager/Executive Assistant. You will be reporting directly to the Managing Director.
Job Summary
The successful candidate will be responsible for organising all of the administrative activities that facilitate the smooth running of the office. This includes the organising of people, finance, information, and other resources. You must make sure that relevant records are up to date and that all administration processes work effectively. In addition to this, you will provide dedicated support to the Managing Director in his daily planning and administration.
This position is based in Dubai and has moderate visibility within the overall organisation. It requires a strong background in basic finance related tasks and excellent communication skills to ensure that internal and external stakeholders are supported in a professional and timely manner, and that the office is a pleasant and professional environment in which to work.
Essential Tasks And Responsibilities
Office Manager tasks
Process invoices, vendor expenses, staff expenses, monthly payroll, debt collection, and monitors payments and subsequent collections;
Monthly P&L and budget reconciliation with the UK and the US finance teams;
Preparing all required financial reporting in line with global requirements;
Manage relationships with the corporate bankers and financial auditors to ensure document compliance;
Attended to all HR related matters including maintenance of confidential team member files, salary letters, contracts, management of the health insurance provider, staff holidays, and calendar management;
Work with the PRO on all visa requirements for new starters, leavers, and renewals;
Ensure the company is compliant with all legal requirements including commercial licence renewal, vendor contracts, and client terms and conditions;
Assume full responsibility for all general office maintenance including managing stationary and supplies, utilities, and being the point of contact for any escalations.
Executive Assistant tasks
Responsible for proactive and accurate agenda management for the Managing Director;
Support business travel by booking flights, transport and accommodation in accordance with the travel policy;
Submit business expenses in the expense system in an accurate and timely manner, according to the expenses policy;
Plan meetings, book meeting rooms, provide timely agendas, and prepare minutes during meetings when so requested;
Supports the Managing Director in organising and coordinating business events, internal or external, local or abroad, arranging for all relevant bookings for the teams involved (hotel, dinner, team events, transport), contact person for local suppliers, prepare and monitor daily programs etc.;
Prepare presentation material when requested (Power Point among others);
Reporting Structure
Direct Reports: IT Engineer
Experience
Skills
5+ years relevant work experience in a similar role
Qualifications And Skills
Exceptionally organized;
Able to plan and manage specific tasks and consistently deliver timely results;
Excellent MS Excel, Word, and PowerPoint skills;
Excellent English language skills, both verbal and written;
Experience in managing external clients and suppliers;
Proactively works to upgrade and improve office standards and practices to increase efficiency and productivity;
Communicates effectively at all levels of business;
Absolute loyalty, discretion and trustworthiness
Friendly and open-minded personality with integrity

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