Assistant Office Operations Manager - #58212


Date: 1 week ago
City: Dubai
Contract type: Full time
Job Description

Assistant Office Operations Manager

Dubai, UAE

About us:

Fragomen is the world’s leading exclusive provider of immigration and mobility services. We are a firm of more than 6,200 professionals and staff spanning more than 60 offices worldwide. We support clients in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration and broader services, providing strategic advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

This position is responsible for providing support to employees in the local UAE offices and remotely to the EMEA region. This includes, but is not limited to:

Job Summary

The Assistant Office Operations Manager is responsible for supporting with the efficient operations of our offices across the UAE maintaining organized and attractive office space and facilities for our employees to be productive and engaged.

Job Description

  • Manage office operations, including but not limited to, supply inventory, vendor relations, facility management, and security management ensuring organizational effectiveness and efficiency in cooperation with the Senior Office Operations Manager.
  • Liaise and resolute with building management on any issues related to repairs, facilities, security, workplace safety, vendor management, cleaning, parking, etc.
  • Coordinate property maintenance, repairs, and renovations as necessary and schedule and oversee office upkeep.
  • Administer and coordinate vendors management including monitoring contract expiries and initiating renewals and managing local purchase orders.
  • Monitor office cleaning and maintenance staff to ensure proper office upkeep.
  • Manage petty cash and oversee expense tracking for all office operations expenses, finding ways to increase efficiency and overall cost savings within the offices.
  • Plan and coordinate company events and meetings, making the necessary arrangements and providing logistical support.
  • Accountable for management of the reception area including overseeing courier services, coordinating room reservations, and ordering catering/refreshments as needed.
  • Liaising office operations matters relating to new hires including desk allocations, office supplies, procuring welcome kits, phones, access cards, etc.. and providing the necessary office operations training to them.
  • Assist in maintaining office policies and procedures to ensure efficiency and compliance.
  • Introduce new initiatives to enhance office operational efficiency and improve the office environment to make it more attractive and modern.
  • Maintain records of office related insurance and legal documents liaising renewals as necessary.
  • Assist in supervising and supporting other administrative staff, ensuring tasks are completed accurately and timely.
  • Assist with liaising and communicating with DU for employee mobile phone related matters.
  • Liaise business travel and accommodation bookings following the company’s travel policy guidelines.
  • Create, maintain, update and circulate internal employees’ contacts directory.
  • Provide personal assistance support to Partners as required.
  • Reception coverage (whenever needed).
    • Greet and assist visitors to the office and respond to any walk-in queries.
    • Answer incoming phone calls and direct them to the respective team member.
    • Receive, sort, and direct courier packages to the respective team member, and maintain logging on the system.
    • Schedule and maintain meeting rooms/desks bookings.
Skills Required

  • 5-8 years’ work experience in an administrative position which provides the desired knowledge, skills, and abilities necessary to perform the position’s essential duties and responsibilities.
  • Good communication skills including fluency in English (oral and written) is mandatory.
  • Good IT skills including experience MS Office (including word, excel and PowerPoint)
  • Able to work in an organized manner and maintain efficient bookkeeping.
  • Able to use office equipment (scanners and printers).
  • Self-managed and proactively seek out work.
  • Detail-oriented and professional demeanor.
  • Experience of working in a busy corporate environment, meeting tight deadlines.

Fragomen in the Middle East:

Within the Middle East region we have offices in United Arab Emirates, Qatar and Saudi Arabia with an overall headcount of 200 employees. Across all the offices, there is a positive and collaborative working environment, with our immigration professionals partnering with our clients to help them manage their regional or global immigration programmes. Based in Dubai, you will work closely with the Managing Partner for MEA, who is also located there.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) priorities Fragomen’s social responsibility through one cross-cutting theme and five focus areas. These focus areas include: Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities, to regular wellbeing newsletters and diversity discussions.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion and disability.

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