Administrative and Facilities Executive

Contract

12 months (renewable)

Outsourced through Manpower Middle East

This role will be based in Dubai, responsible for organizing online and offline activities/events/town halls. We are looking for someone with “Service with a Smile” in his/her DNA, ready to go the extra mile to achieve the best outcome, a constant focus in wanting to enhance customer experiences at all times.

• Provide excellent and delightful service to employees and guests; assist with enquires and requests
• Anticipate needs, respond promptly, maintain positive customer service experience at all times
• Prompt and accurate data upload and update (e.g. Monthly Scorecard, Workspace Management, service request tickets)
• Represent Admin & Workspace Team as the main point of contact to provide administrative/event support
• Manage relationship with office vendors (e.g. cleaners, office assistant, deliveries etc.)
• Responsible for the purchasing of goods and services. Order and replenish office and pantry supplies
• Review vendor contracts and proceed procurement through cost‑effective bids and negotiate with suppliers to meet quality, delivery, and cost objectives
• Maintain accurate report/tracker of office inventory and property/equipment records
• Assist HR and IT in New Hire On‑Boarding process (assigning work station, business cards ordering, provide card access keys etc.)
• Employee contact list update
• Maintain a professional and tidy office, responsible for smooth daily office operations
• Participate in newsletter publication with HR OC or related tasks
• Prompt and accurate data update/creation (e.g. Scorecard, Workspace Management, iService tickets)
• Responsible for monthly and annual budget development; analysis and actual spent
• Responsible for prompt payment, avoid late payment penalties
• Ensure no service/work without purchase order issuance
• Serve as liaison for building management office

• Responsible for planning and execution of events and festival celebrations from conceptualization of theme/activity to planning and execution.
• Coordinate and facilitate event logistics including liaising with vendors and participants
• Close collaboration with HR and OC (Organizational Culture) Teams
• Document accurate report/tracker of event timeline, milestone and cost elements
• Responsible for event promotion and publicity through media channels such as newsletter, poster, digital screens etc.
• Work with Survey Team to ensure prompt dissemination of event survey. Follow-up with feedback received and close gaps if any.

• Provide travel assistance, advise on travel arrangements including air tickets, hotel reservations, local/ground transportation, car rental, travel visa applications etc. and offer informed and insightful recommendations
• Listen and lead the conversation to solve problems in a timely manner
• Work closely with appointed Travel Vendor to ensure smooth ticketing experience

• Support other team members of the Admin & Workspace Team as and when required
• Ready to take-on additional roles and responsibilities when assigned.