THE ROLE

The Office Manager will report into the Head of Business Operations . To ensure smooth, compliant, and efficient functioning of the UAE offices through management of office facilities, vendor management, visa coordination, procurement portal monitoring, administrative/operational systems and any other tasks deemed required as part of managing the office operations.

Office & Facilities

• Proactively manage the day-to-day running of the UAE offices
• Front office management, meeting room bookings, office maintenance, cleanliness, equipment upkeep, and supplies are proactively managed
• Order and maintain an inventory of office supplies, including stationery, pantry items, IT devices etc.
• Conduct regular inventory checks to ensure adequate stock levels are maintained and reorder supplies as needed
• Track the usage of office supplies to ensure cost-efficiency
• Coordinate workspace setup, desk moves, pantry restocking, and repair requests with relevant vendors
• Liaise with contractors regarding any repairs, fit out works and improvements

Administrative & Documentation Support

• Manage business related correspondence (emails, phone calls, mail) for the office, directing inquiries as appropriate to the relevant party
• Maintain organized records of company documentation—licenses, contracts, permits, insurance, and legal documents
• Proactively and timely manage business license renewals, tenancy renewals, and insurance compliance
• Act as liaison with UAE authorities and Free Zone entities for company regulatory submissions

Visa Coordination & Staff Onboarding Logistics

• Manage start to finish visa processes for new hires, renewals, and cancellations (employment and dependents)
• Track Emirates ID, medicals, labour contracts, and ensure timely submissions via government portals (twofour54 (Abu Dhabi Media Freezone) and AXS (Dubai Media City Freezone)
• Support onboarding setup: workspace, equipment, access cards, ID badges, and induction packs
• Ensure offboarding checklists are completed, including asset returns and visa closures.

Vendor & Telecom Management

• Manage vendor relationships related to courier, catering, Etisalat/DU, and supplies
• Manage vendor contract reviews, renewals, and expense tracking
• Coordinate monthly telecom billing reconciliations with Finance

Budget & Expense Support

• Track office-related expenses and support monthly reporting cycles with the Finance team
• Efficient use of company ERP (Workday) for basic accounts related tasks like PO raising and invoicing

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