HR & Operations Manager

Company Description

ECHO is an ecosystem in Dubai that aims to create sustainable impact and legacy. As an incubator of ideas, people, and brands, ECHO provides a supportive business environment for thought-leaders, change-makers, and young entrepreneurs to flourish and deliver work that matters. Through collaboration and a shared vision, ECHO generates positive change in the world.

Role Description

This is a full-time on-site role for an HR & Operations Manager at ECHO. The HR & Operations Manager will be responsible for overseeing day-to-day HR operations, implementing HR policies, managing employee relations, and ensuring smooth HR management. Additionally, the HR & Operations Manager will be involved in creating a supportive and innovative business ecosystem.

Managers ensure the smooth operation of the offices, by coordinating administrative support across the office and ensures that the office is supported in an efficient and effective manner. They're responsible for procurement of office supplies and maintain oversight of office help, drivers and reception.

They're the first face many of our clients and external stakeholders see and provide front-line troubleshooting and administrative assistance to staff, clients and guests.

To apply for this role you will need to show examples of where you have worked in a similar client/public facing role. You will need to be a people person, able to be flexible, accountable and work in positive friendly manner.

Tasks & Responsibilities

Operational and HR

• Adhere to the allocated budget for the Office Services function
• Propose costs saving solutions as appropriate
• Work with procurement with regards to office needs (supplies, consumables)
• Prepare purchase orders for all office management supplies, rent, utilities and service charges
• Allocate and track staff cell phone usage on a monthly basis
• Assist in the purchase and management of the IT inventory of the company
• Support others around the office
• Support with Visa applications through DMCC portal
• Support with creation of End of Service settlement paper work
• Manage annual leave on Zoho people
• support with internal small HR enquiries

Clients

• Greet visitors and make sure all callers and visitors are dealt with promptly, courteously and accurately
• Screen and route incoming telephone calls, take messages, and answer incoming queries
• Receive deliveries and coordinate outside delivery/courier services
• Answer queries from visitors and callers, and refers them to the appropriate person
• Maintain visitor and caller logs
• Ensure visitors are made comfortable, met on a timely basis by their host, shown to the appropriate room and assisted with parking if relevant.
• In line with Procurement guidelines, provide office services supplies
• Coordinate local events, office events with close liaison with the HR manager
• Provide administrative support services (proposals printing/delivery, attestations, courier, basic office management)
• Facilitate New Hire on-boarding process via coordinating inductions and other matters with HR
• Assistnew hires/departures, and provide/remove security passes and access to office as appropriate
• Handles and reports ad-hoc issues arising
• Acts as an interface between administrative staff and management
• Manage seating, storage and parking allocations
• Oversee couriers and post requirements

Internal Process

• Assist in the day to day operations of the business and running of the office
• Create and update records and databases with company documents
• Provide administration support to the team and prepare documents for accreditation
• Support the operations team with travel logistics including flights, accommodation, visas, insurance etc
• Managing operational and administrative functions to ensure projects are delivered efficiently
• Prepare spreadsheets and reports as assigned
• Coordinate with clients to get permits, NOC and registration requests where applicable
• Manage Office administrator assignment and conflicts
• Adhere to policies and procedures set by management
• Coordinate driver schedules, reviews timesheets and manages leave
• Act as a liaison between staff members, new joiners and the IT support contractor
• Manage maintenance & repairs with facilities management as required including the utilities service agreements for office operations
• Manage cleaners and other outsourced services
• Liaise with office landlord
• Fire safety warden and business resilience liaison
• Manage local office petty cash
• Perform general maintenance of the reception area
• Ensure mail and faxes are distributed to the appropriate person accurately and in a timely manner (may be performed by Office Administrators in certain locations)
• Book meeting rooms and collaborative space and maintain tidiness (may be performed directly online in certain locations)
• Provide general EA support to senior management, including setting up and coordinating meetings

Qualifications

• Human Resources (HR) Management, HR Operations, and HR Policies
• Experience in managing employee relations
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• Ability to work in a fast-paced and dynamic environment
• Knowledge of Dubai labor laws and regulations
• Experience in creating a positive and supportive work culture
• Bachelor's degree in Human Resources or related field