Role Overview:

We are seeking a well-organized, proactive, bilingual Arabic & English speaking (French is an advantage) Female Office Manager to handle a hybrid role that combines front desk responsibilities with administrative coordination. The selected candidate will act as a central support across all departments ensuring smooth office operations, clear communication, and well-managed documentation.

Key Responsibilities:Front Desk & Client Interaction

• Greet visitors and manage incoming calls, emails, and deliveries with a professional demeanor.
• Schedule and confirm meetings; maintain a tidy and welcoming reception area.
• Support basic client communications such as sending presentations, meeting reminders, or follow-ups in both Arabic and English.

Office & Administrative Management

• Manage office supplies, petty cash, and vendor coordination.
• Organize physical and digital files for contracts, drawings, permits, and HR documents.
• Track important renewals including trade licenses, employee visas, and authority-related approvals.
• Oversee office maintenance, pantry restocking, and cleaning schedules.

Project Coordination Support

• Maintain and update logs of CVIs, signed approvals, consultant comments, and authority permits.
• Ensure all internal project folders are up-to-date with the latest documentation.
• Coordinate and schedule meetings between design, site, and procurement departments.
• Support tracking and flow of project deliverables and timelines.

Procurement & Vendor Coordination

• Follow up on delivery timelines, quotation records, and subcontractor paperwork.
• Keep updated records of vendor documentation (licenses, insurance, VAT registration).
• File POs and procurement documents for easy internal reference.

HR & Internal Coordination

• Monitor staff attendance, leave balances, and the expiration of key documents (passports, visas, IDs).
• Assist with onboarding new staff and maintaining employee records.
• Organize small team events and internal celebrations (birthdays, milestones, etc.).

Management Reporting

• Compile weekly summaries of pending administrative and project-related tasks.
• Follow up with internal teams on delayed submissions or overdue action items.
• Assist in managing calendars, reminders, and task timelines across departments.

Qualifications & Requirements:

• Bachelor’s degree in Business Administration, HR, Interior Design, or a related field.
• 2–4 years of experience in a similar administrative or coordination role, ideally within interior design, construction, or fit-out companies.
• Fluency in Arabic and English is mandatory – written and spoken.
• Professional, well-groomed, and presentable.
• Excellent communication and interpersonal skills.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills and high attention to detail.
• Ability to handle multiple tasks independently and under pressure.

Preferred Skills:

• Familiarity with interior fit-out or design documentation.
• Experience dealing with Dubai authorities such as DM, DCD, TECOM, DEWA.
• Understanding of supplier and subcontractor coordination.
• Basic knowledge of design tools like Canva or InDesign is a plus (not required).

What We Offer:

• Competitive salary package.
• Opportunity to work on high-end interior design and fit-out projects.
• Collaborative and supportive work culture.
• Career growth opportunities in project coordination and business operations.