وصف الوظيفة
Role Overview
Office Administrator 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. The company underwrites on behalf of approximately 50 insurance and reinsurance companies including Lloyd's syndicates. Elseco is regulated by the Dubai Financial Services Authority and employs around 120 professionals with regulated offices in London and Washington DC. Founded two decades ago launching Space insurance, the company has diversified into Aviation, Accident & Health and Energy insurance. At the cornerstone of elseco's latest evolution is the technology Platform development, ATOM, which sits at the core of the company and is business critical to the company's future success and growth plans.
Role Purpose
The Office Administrator will ensure the smooth and efficient operation of both Dubai offices, elseco and ATOM, 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.
Key Responsibilities
Office Administration & Operations
- Provide administrative support across a wide range of office and operational activities.
- Monitor and update company expenses daily using Excel, and take ownership of the yearly budget for administration and office expenses across both offices.
- Ensure that elseco and ATOM administration files and records are kept updated and well maintained.
- Greet staff and visitors upon arrival at either office, ensuring a professional and welcoming environment.
- Maintain an organised and well-stocked office across elseco and ATOM, replenishing supplies for employees and visitors.
- Coordinate and support the Leadership Team with visitor arrangements, ensuring 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 (CPT & Gate Avenue) regarding office access, passes, and facilities requirements for employees and visitors.
- Oversee office facilities, including maintenance, cleaning, office equipment, plants, fire safety contracts, and other workplace services.
- Conduct vendor comparisons, obtain quotations, negotiate rates, and coordinate service providers for office and business needs.
- Arrange office permits, deliveries, parking access, maintenance visits, and other office-related requirements.
- Order and manage corporate merchandise, business cards, access cards, and other office materials.
- Manage loyalty and reward programmes, including Business Skywards, for staff.
- Coordinate visa applications, renewals, cancellations, and non-sponsored card applications, and maintain the DIFC Portal.
Events & Communications
- Coordinate and organise internal company events, including logistics, venue and catering arrangements.
- Provide administrative support for internal and external communications, including formatting, distribution and logistics, under the direction of the Operations & Brand Director.
- Prepare and format internal and external communications materials as directed, without owning content or messaging.
General
- Perform other ad-hoc administrative and operational duties as required by the Operations & Brand Director or Leadership Team.
Qualifications & Experience
- University Degree required.
- 6 to 8 years of office coordination experience with a proven track record of high professionalism and the ability to get things done efficiently.
Skills & Competencies
- Strong Excel skills essential, including formulas, budget tracking, and expense reporting.
- Proficiency in Word and PowerPoint.
- Excellent written and verbal English communication skills.
- Highly presentable and professional manner.
- Meticulous, hardworking, with attention to detail.
- Positive can-do attitude and strong mental agility.
- Professional approach, self-motivated, and takes initiative to find solutions.
- Develops and maintains excellent working relationships with all elseco and ATOM staff.
- Ability to learn and adapt to new technologies and systems.
Additional Information
- Position requires Dubai residency; requirement to live in Dubai.