وصف الوظيفة
Role Overview
Administration & Office Supervisor at Elseco Limited, headquartered in the Dubai International Financial Centre (Dubai, UAE).
Company Overview
Elseco is a high-technology specialty insurance underwriting agency and Lloyd's Coverholder, regulated by the Dubai Financial Services Authority. The company underwrites on behalf of approximately 50 insurance and reinsurance companies, including Lloyd's syndicates. Founded two decades ago with a focus on Space insurance, Elseco has diversified into Aviation, Accident & Health, and Energy insurance. The company employs around 120 professionals with regulated offices in Dubai and London. Core to the company's evolution is the technology platform ATOM, which sits at the centre of business operations and is critical to the company's future success and growth plans.
Role Purpose
The Administration & Office Supervisor ensures the smooth and efficient operation of the office by overseeing facilities, workplace services, vendor coordination, and administrative activities while maintaining a professional and welcoming environment for employees and visitors. Reporting to the Operations & Brand Director, the role provides administrative and operational support across the business, assists with company communications and branding initiatives, and works closely with the HR team on employee administration matters. The role also supports the organisation of internal and external events and other projects as business needs evolve.
Key Responsibilities
Office Administration & Operations
- Provide administrative support across a wide range of office and operational activities.
- Monitor and update company expenses through daily use of an Excel spreadsheet.
- Support the building of the yearly budget for administration and office expenses.
- Ensure that Elseco Administration files and records are updated and well maintained.
- Greet staff and visitors upon arrival, ensuring a professional and welcoming environment.
- Maintain an organised and well-stocked office for both Elseco and ATOM operations.
- Replenish supplies for employees and visitors.
- Coordinate and support the Leadership Team with visitor arrangements.
- Ensure meeting rooms are prepared and refreshments are provided.
- Answer the company mainline phone and direct calls and messages appropriately.
- Prepare travel arrangements for the Leadership Team and employees as required.
- Coordinate with IT and Building Management regarding office access, passes, and facilities requirements for employees and visitors.
- Oversee office facilities, including maintenance, cleaning, office equipment, plants, and fire safety contracts.
- Manage other workplace services.
- Conduct vendor comparisons and obtain quotations.
- Negotiate rates and coordinate service providers for office and business needs.
- Arrange office permits, deliveries, parking access, and maintenance visits.
- Order and manage corporate merchandise, business cards, access cards, and other office materials.
- Manage loyalty and reward programmes such as Business Skywards for staff.
- Support the annual office budget process and monitor office-related expenditure.
Communications, Branding & Social Media
- Support the Operations & Brand Director in coordinating internal and external communications.
- Assist with the preparation and distribution of company announcements, newsletters, and employee communications.
- Coordinate updates for the company's social media platforms.
- Ensure social media content is accurate, timely, and aligned with company branding guidelines.
- Assist with the coordination of marketing materials and promotional items.
- Support branding initiatives and public relations activities.
- Liaise with external suppliers, agencies, and partners as required.
- Help maintain brand consistency across company communications and events.
HR Administration & Employee Engagement
- Work closely with the HR team on employee administration matters.
- Coordinate visa applications, renewals, cancellations, and non-sponsored card applications.
- Maintain the DIFC Portal under HR guidance.
- Support onboarding and offboarding administration activities in coordination with HR.
- Assist HR with employee engagement initiatives, learning and development activities, and wellbeing programmes.
- Coordinate and organise company events, employee celebrations, and team-building activities.
- Organise internal functions in collaboration with HR and the Operations & Brand Director.
General
- Perform ad-hoc administration, communications, branding, and operational duties as required by the Operations & Brand Director, HR Team, or Leadership Team.
Qualifications & Experience
- University Degree required.
- 6 to 8 years of Office coordination experience.
- Proven track record of high professionalism and ability to complete jobs efficiently.
- Exposure to social media management, communications, branding, or marketing activities is advantageous.
Skills & Competencies
- Proficiency in Excel, Word, and PowerPoint.
- Excellent communication skills, written and verbal English.
- Highly presentable and smart manners.
- Meticulous and hardworking ethic with strong attention to detail.
- Positive can-do attitude and strong mental agility.
- Professional approach, self-motivated, and takes initiatives to find solutions.
- Ability to develop and maintain excellent relationships with all Elseco staff.
- Ability to learn and understand new technologies.
Additional Information
- Position requires Dubai residency; requirement to live in Dubai.