Office Manager – Job Description

About the job

Phoenix is a Yacht management Company, based in Dubai, the rising hub of luxury yachting. Phoenix is at the centre of every need when it comes to yachting management, sales, charter and much more. Our vastly experienced and highly qualified team equips us with an extensive range of services, covering all areas of yacht management.

We at Phoenix pride ourselves on providing an excellent working environment and exceptional service to our clients. We are currently seeking an enthusiastic and professional Office Manager to join our team in Dubai. If you are an experienced Office Manager with a strong focus and drive for exemplary client service, then we are keen to hear from you.

The ideal candidate is an extremely detail-orientated and personable multitasker who has experience in the yachting or luxury sector and can work under pressure. You will bring a customer centric and resourceful approach, with sterling communication skills to the role. The successful candidate, a self-starter, will have a positive attitude and ability to prioritise complex schedules, whilst maintaining the levels of service to the highest standards at all times.

You will be a team player who can adapt to various teams, a competent communicator with strong IT skills and an impeccable telephone manner. The role does involve managing a small office based team including Receptionist and Office Runner, ensuring tasks are delegated appropriately and completed to the highest standard.

You would need to be flexible as there may be occasions when you are required to work additional hours outside of our core business hours to ensure service is covered.

Responsibilities

• The Employee shall act as the primary contact for the Company’s office in Dubai for anything workplace experience related. The Employee shall oversee visitors to the office and ensure a friendly, personal experience.
• The Employee should be willing to offer a high standard of tea and coffee service for visitors and on occasion to Senior Management during busy or heavy meeting periods.
• The Employee shall ensure office efficiency by maintaining common areas, organizing, developing and implementing policies and procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
• The Employee shall oversee day-to-day office activities as well as be the main point of contact at the main reception area as and when required (for example to cover during lunch or any holidays) and keep management informed regularly via performance reports. Similarly, on occasion at the boardroom reception on the first floor.
• The Employee shall provide direct administrative support to Senior Management as needed, including scheduling appointments, meetings, and events, booking travel (making sure the travel policy is applied), maintaining file systems, mailing and shipping packages, and updating the contacts database and employee lists.
• The Employee shall oversee and manage the meeting room booking system for the Dubai Office.
• The Employee will assist in making various reservations and transport arrangements for Senior Management and other team members visiting the Dubai Office as and when required.
• The Employee shall oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies to provide all necessary and adequate stationery, manage vendor relationships, and coordinate water / Guest snack deliveries when requested.
• The Employee shall manage all aspects / infrastructure planning (example changes to workstations, office refurbishment, and office related issues with building management) and provide answers, resources and solutions when requested, always-keeping office based staff well informed.
• The Employee shall log all office payments via the Company platform; support the finance department and any external accountants.
• The Employee shall coordinate with cleaning staff and maintenance personnel, oversee office layouts and manage any repairs (for example lighting).
• The Employee shall be responsible for the issuance of employee individual office keys and / or access cards. The Employee shall be responsible for logging, reporting lost, stolen or damaged cards, recovering / retrieving and or distributing cards / keys during on boarding and off boarding.
• The Employee shall manage hardware stocks (laptop, keyboard, screens etc) and software installations and maintenance. Ensure, via direction liaison and assistance with contracted IT department the network stability and security.
• The Employee shall work alongside our onsite IT representative to ensure smooth new hire on boarding, equipment and access setup as well as running the first day office on boarding sessions. Take care of employees’ off boarding; manage revocation of access and clearance for exiting employees.
• The Employee shall ensure that all new hires as part of the on boarding process have completed a corporate headshot, which is consistent and in line with the company branding guidelines. The Employee shall set up a time for the headshot session during the on-boarding process and use a dedicated space with proper lighting and equipment to capture high quality headshots. In the case where the new hire does not have opportunity to visit the office then arrange with the new hire to organize a photo shoot at a local studio that follows company guidelines.
• The Employee shall liaise with the marketing team to offer assistance in organizing external events and activities. This may involve in person attendance at boat shows and events, including after hours and on weekends.
• The Employee shall take ownership of suggesting team bonding events and activities particularly during periods when other team members are visiting the Dubai Office.
• The Employee shall assist and set up an Office Guide and maintain office procedures, including but not limited to ensuring high levels of effectiveness, communication, security planning and work place health and safety.
• The Employee shall work closely with the Personal Assistant to the CEO and take on any ad hoc administrative duties as directed by the CEO or Managing Director.

Required skills and qualifications

• Proven experience in a similar office based administrative role. Prior experience working in a yachting company would be preferred but not essential.
• Strong communication skills are essential with the ability to interface regularly with internal and external personnel at all levels.
• Excellent written and verbal communication skills in English. Arabic would be a plus but not essential.
• Strong numeracy skills.
• Ability to multitask and prioritise effectively in a fast paced and dynamic environment.
• Flexibility – with a can do / will do attitude.
• Ability to take initiative and always thinking one step ahead.
• Solid computing skills; proficient in Microsoft Office package, including Word, Excel and Powerpoint.
• Minimum of high school diploma or equivalent.