Responsibility
Office Operations & Maintenance
- Support the daily operations of office facilities including maintenance of equipment, furniture, utilities, and general office upkeep.
- Ensure that safety protocols and hygiene standards are consistently followed across all offices.
Supplies & Procurement
- Manage office supplies inventory, including procurement, vendor coordination, and cost optimization.
- Monitor stock levels and reorder supplies to avoid shortages while ensuring budget adherence.
Facility & Space Coordination
- Coordinate with department heads to gather requirements and support efficient space allocation and utilization.
- Assist in planning and executing office layout changes, relocations, and optimization projects.
Administrative Support
- Manage administrative duties such as organizing internal meetings, handling official correspondence, maintaining reports, and updating records.
- Assist in the preparation and monitoring of the Admin Department budget and operational expenses.
Cost Control & Reporting
- Review monthly administration cost reports, flag discrepancies and coordinate with the accounts payable team for necessary adjustments.
- Monitor ongoing expenses and identify opportunities to improve cost efficiency.
Contract & Compliance Management
- Maintain a tracking system for tenancy contract renewals, P.O. Box renewals, utility payments, and office-related bill settlements.
- Ensure all renewals and payments are processed on time to avoid service disruptions.
Store Maintenance & Hygiene Management
- Conduct routine checks to assess cleaning requirements across all stores, ensuring cleanliness standards are consistently met.
- Coordinate and schedule deep cleaning activities periodically for all store locations.
- Arrange pest control services in a timely manner to maintain hygienic store environments.
- Ensure availability and regular replenishment of water supplies and dispensers in each store.
- Monitor and maintain the readiness of first aid boxes, including regular restocking and compliance with health and safety guidelines.
Utility Management for Store Operations (UAE Territory)
- Coordinate and oversee the setup of DEWA (Dubai Electricity & Water Authority) and TAQA connections for all new store openings across the UAE.
- Liaise with utility providers and internal teams to ensure timely and accurate activation of services for new locations.
- Manage disconnection and clearance procedures for electricity and water services during store closures.
- Ensure all utility-related documentation, payments, and compliance requirements are completed efficiently for both new and closing stores.
Trade License & NOC Management
- Manage the process of obtaining No Objection Certificates (NOCs) required for trade license renewal of the head office.
- Coordinate with relevant authorities and building management to secure necessary approvals and documentation.
- Ensure timely submission of NOC to the legal team to support the trade license renewal process.
- Maintain records of NOC issuances and monitor renewal timelines to ensure compliance with regulatory requirements.
Desired Experience
- Excellent organizational and multitasking skills, with the ability to prioritize tasks, work independently and meet deadlines in a fast-paced environment.
- Knowledge of health and safety regulations and compliance requirements.
