Job description

ExecuJet delivers excellence in a comprehensive range of business aviation services tailored to our clients and partners. We are dedicated to safety and strive for creating a fulfilling workplace through cultivating genuine, open, and engaging relationships with passionate colleagues.

ExecuJet Middle East is currently seeking an Office Manager to fill a vacancy within our Flight Operations division to be based in Dubai, U.A.E.

The Office Manager is responsible for overseeing the day-to-day office administration, facilities coordination, workplace operations, employee support, corporate events, and office services. The role ensures the office operates efficiently, professionally, and in line with company policies and standards, while coordinating with internal departments, external vendors, suppliers, and facility management providers.

Qualification

Bachelor’s degree or diploma in Business Administration, Office Management, Hospitality or a related field is preferred.

Work Experience

• Must be fluent in English, Arabic advantageous
• Hold a valid UAE driving license
• Minimum of 2 years experience in office administration, office management, workplace operations with responsibility for managing day to day office activities
• Minimum of 3 Years experience in coordinating facilities management, including maintenance, repairs, cleaning, security, and workplace-related issues.
• Minimum of 3 years managing vendors, suppliers, contractors, and service providers, including quotations, service delivery, and contract renewals.
• Experience in providing administrative and workplace support to employees, including onboarding, workspace setup, access, and office services.
• Experience in coordinating meetings, corporate events, office projects, shipments, and other administrative activities while managing multiple priorities.
• Ability to multi-task
• Calm under pressure and an even-tempered personality
• Team-player

Background

Experience in Office Administration, office management

Languages

Fluency in written and spoken English. Additional languages would be advantageous.

IT Skills

Intermediate Skills – Microsoft Office

Character Profile

Professional

Flexibility

Team Player/ works well without supervision

Works well under pressure

Proactive

Responsibilities

• Be the first point of contact when arrival of guest at office and advise the relevant department of their arrival.
• Arrange booking of meeting room and advise of availability.
• Answer and manage incoming reception phone calls, redirecting calls and assisting visitors and employees as required.
• Processing and renewal airside pass applications (in Arabic) as per the Dubai Airports requirements for FBO clients, visitors and AVS employees, visitors.
• Oversee and coordinate the day-to-day operations of the office to ensure a smooth, efficient, and professional working environment.
• Prepare meeting rooms prior to meetings, ensuring the required setup, equipment, refreshments, and other arrangements are in place.
• Manage office supplies, equipment, stationery, and general office requirements, ensuring adequate stock levels and timely replenishment.
• Coordinate and schedule meetings, internal activities, and corporate events.
• Manage relationships with office vendors, suppliers, and service providers, including obtaining quotations, coordinating services, and following up on deliverables.
• Assist with budget preparation, expense monitoring, and cost control related to office administration and events.
• Create and coordinate shipments, including arranging couriers, preparing shipment details, tracking deliveries, and following up with relevant parties.
• Act as a liaison between different departments to facilitate effective communication and ensure administrative requirements are addressed promptly.
• Coordinate the issuance, activation, and allocation of SIM cards and mobile packages for employees, including managing new requests, changes, and cancellations.
• Manage vendor contracts and proactively coordinate renewals prior to expiration, ensuring continuity of services and avoiding any disruption to office operations.
• Act as the primary point of contact for the facility management company.
• Oversee daily facility operations and coordinate the resolution of maintenance issues, service requests, and workplace complaints.
• Follow up on maintenance works, repairs, and outstanding issues to ensure timely completion and minimal disruption to employees.
• Monitor the quality and efficiency of services provided by facility management teams and external contractors.
• Follow up on staff complaints and workplace-related concerns, coordinating with the appropriate departments or service providers to ensure resolution.
• Ensure the office environment remains clean, safe, functional, and welcoming.
• Support and promote sustainability initiatives within the workplace.
• Ensure company policies, procedures, and workplace standards are implemented and followed.
• Review and update office procedures and policies as required to improve operational efficiency.
• Select and assign suitable security guards and cleaning staff, ensuring they meet the company’s required standards and operational needs.
  
• Support employee engagement initiatives, arrange monthly staff lunches, and activities designed to enhance workplace culture and employee wellbeing.
• Serve as a key point of contact for employees, management, vendors, suppliers, facility management, and external service providers.
• Maintain effective communication between internal departments and external stakeholders.
• Follow up on requests, issues, and action items to ensure timely resolution and completion.
• Provide regular updates to management regarding office operations, facilities, events, and outstanding matters.
• Understand and ensure compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which involved.

These duties are indicative of the role and are not exhaustive and may change to meet the Company’s Business Objectives from time to time as required by your manager.