We are looking for a high-energy Senior HR Office Manager to serve as the operational heartbeat of our Dubai HQ. This isn't a role for someone who needs a manual; it's for a seasoned pro who builds the manual. You will take full ownership of our physical workspace, ensuring that as we scale, our environment remains seamless, professional, and inspiring.
Key Responsibilities
- Oversee daily office operations to maintain a clean, organized, and efficient workplace.
- Provide a world-class reception experience for guests, candidates, and partners.
- Manage office supplies, including stationery, cleaning materials, and pantry items, ensuring timely replenishment.
- Coordinate pantry and catering services for meetings, training sessions, and internal events.
- Manage timely payments for DEWA, Telecom (SIM cards, Du), and trade license-related subscriptions.
- Oversee office maintenance and facility services, including repairs, AC servicing, and general upkeep.
- Propose and evaluate suppliers, collect quotations, negotiate prices, and ensure cost-effective solutions.
- Manage relationships with office suppliers, maintenance teams, telecom providers, and service vendors.
- Maintain and track an inventory of IT equipment, office devices, and employee accessories.
- Manage the distribution and deactivation of employee access cards and keys.
- Maintain and track company merchandise and promotional materials, such as branded items, gifts, uniforms, and marketing materials.
- Manage procurement processes to ensure the timely delivery of office and operational supplies.
- Coordinate office courier and logistics activities for documents, deliveries, and purchases.
- Track office expenses, reconcile corporate credit card statements, and prepare monthly expense and budget reports.
- Assist with the logistics of new hire arrivals and office-related relocation tasks.
- Support the planning and organization of internal and external events, including team-building activities, corporate events, workshops, and client meetings.
- Coordinate venues, catering, travel, logistics, and vendor arrangements.
- Facilitate effective coordination between internal departments and external suppliers.
- Assist with immigration and onboarding process for relocating employees and new hires.
Qualifications & Skills
- Bachelor's degree in Business Administration or a related field.
- 57 years in Administrative/Office Management, with at least 3 years of recent experience in the UAE.
- Professional fluency in English. Proficiency in Russian is advantageous given the current team diversity.
- Advanced proficiency in MS Excel (pivot tables, formulas) and cloud-based tools (Slack, Google Workspace).
- Basic understanding of UAE labor law and government portal navigation (DEWA, Dubai Economy, Free zone portals etc.).
- Valid UAE Driving License, preferably
- Skills:
- Strong organizational, multitasking, and time-management skills. Ability to work under pressure.
- Experience in tracking employee assets, inventory, merchandise, and promotional materials.
- Ability to handle confidential information with professionalism and discretion.
- Problem-solving, proactive mindset, and ability to work independently in a fast-paced environment.
- Strong command of business correspondence, professional email writing, and documentation.
- Resourceful and adaptable.
What We Offer
- UAE residency visa
- Comprehensive health insurance
- Co-paid meals provided in the office.
- Co-paid wellness activities e.g. padel, tennis and gym subscription
- Birthday gifts, regular team-building events, and a high-growth environment where you can truly shape the office culture from day one.
