Office Administration & Facilities Management

Role Overview

Office Administration & Facilities Management position at On, based in Dubai.

Role Purpose

Ensure smooth daily operation of the Dubai office by managing administrative functions, facilities coordination, vendor relationships, budget oversight, and employee support services. Escalate emergent issues in a timely manner.

Key Responsibilities

Office Procurement & Inventory

• Conduct office procurement to ensure sufficient supplies in the pantry.
• Take inventory of stationery and place purchase orders as needed.
• Manage courier collection, delivery, and shipments on demand.

Facilities & Maintenance Coordination

• Liaise with contractors and building management to coordinate office repairs, maintenance, and daily upkeep.
• Coordinate cleaners to arrange cleaning schedules and various administrative support tasks.
• Oversee meeting room arrangement and general office logistics support.

Administrative Operations

• File office ledgers, supplier contact information, and all administrative documents.
• Administer staff access cards, including new card applications and replacements.
• Coordinate with external vendors for access cards, staff ID badges, and ad-hoc printing requests.
• Manage staff parking allocation, update parking assignments, and changes in the system to guarantee data accuracy.

Finance & Budget Management

• Process payments for rent, utilities, service providers, and suppliers.
• Track office budgets and control expenditures to keep costs within approved limits.
• Review, record, and file invoices to ensure timely submission and payment.
• Engage external suppliers and service providers in accordance with business requirements.

Employee Support & HR Coordination

• Address daily administrative requests from employees.
• Arrange onboarding logistics for new hires, including welcome gifts and HR-related arrangements.
• Collaborate with the HR team to plan and execute team-building activities, holiday celebrations, and employee engagement initiatives.

IT Support & New Joiner Assistance

• Maintain regular communication with local IT support; escalate urgent issues to HQ IT team.
• Assist IT staff with laptop setup for new employees.
• Coordinate with relevant technical teams for IT equipment applications and troubleshooting.

Skills & Competencies

• Excellent organizational and time management skills.
• Ability to prioritize tasks and handle multiple concurrent assignments independently.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).