Office Administrator

At Gensler, we design for people. We leverage our global perspective and local presence to innovate at every scale. We’re not just designers. We’re tinkerers, craftspeople, visionaries, innovators and thought leaders. Fueled by passion and entrepreneurial spirit, our people bring new ideas to solve challenging problems. Whether you’re into sketching new ideas, hacking a building or growing client relationships in global markets, there’s something here for everyone.

Our depth of expertise spans disciplines—from aviation and transportation to education, hospitality, retail, technology and more. At our core we embody an entrepreneurial spirit, always looking ahead for new ways to innovate and add to our clients' success. We share the belief that design has the power to transform organizations and change lives; whether we’re refreshing a retailer’s brand, planning a new urban district or designing a super tall building.

Our work reflects an enduring commitment to sustainability, and we believe that a diversity of voices and cultures is one of the most powerful strategic tools for securing lasting competitive advantage.

As the world’s largest design firm, Gensler has a unique obligation and opportunity to focus on sustainability in the built environment. We deepened our commitment to combat the impact on climate change in the built environment when we launched Gensler Cities Climate Challenge (GC3) in 2019. This is our pledge to meet an ambitious goal: the elimination of all greenhouse gases from our work by 2030

Your Role

Use your passion for service and attention to detail to help the Gensler team bring designs to life. As an Office Administrator at Gensler Middle East, you will provide administrative support to a team of industry-leading designers and architects. You're at the heart of your studio's activities and the soul that keeps your office moving forward.

Your Role

Administrative Support

• Assist with day-to-day operations for the Dubai and Abu Dhabi offices.
• Provide administrative assistance to principals, including managing expense reports, timesheets, scheduling internal and external meetings, and handling miscellaneous administrative tasks.
• Handle all aspects of travel management.
• Manage visa applications and ensure all records are kept up-to-date.
• Coordinate the printing of business cards.
• Stamp documents as required.
• Handle PO Box collection duties.
• Address miscellaneous tasks as assigned by the office manager.
  
  

Facilities Support

• Serve as the first point of contact for any office maintenance issues.
• Oversee routine maintenance services, such as AC servicing, pest control, and water tap maintenance and repairs.
• Ensure regular maintenance schedules are followed, and necessary repairs are completed on time.
  
  

Office Presentation

• Maintain the cleanliness and organization of the reception and common areas, ensuring a tidy and professional atmosphere.
  
  

Reception & Backup Coverage

• Serve as the secondary point of contact for answering incoming calls, manage internal communications, and assist with inquiries from clients, project teams, and external consultants.
• Provide backup reception (duties) coverage when the receptionist is on break and absent due to (sick)leave.
• Provide backup for the Office Manager when absent due to (sick)leave.
  
  

Your Qualifications

• Presentable and professional appearance, capable of positively representing the firm.
• Minimum 2 years' experience in office administration or as an Executive/Administrative Assistant supporting executive-level management, ideally in an architectural, design, or professional services firm.
• Bachelor’s degree or equivalent.
• Excellent verbal and written communication skills in English, with Arabic as a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (printers, scanners, etc.).
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Demonstrates initiative and the ability to anticipate, staying "two steps ahead."
• Proactive, self-motivated, and capable of working under tight deadlines.
• Extreme attention to detail, with the ability to handle confidential information with discretion.
• Customer-focused mindset with a friendly, approachable attitude.
• Able to collaborate effectively within a team.
  
  

Life at Gensler

As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to "Well-being Week," our offices reflect our people's diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability and wellness programs. We also offer profit sharing and twice annual bonus opportunities.

As part of the firm's commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.