Job Title: Office Manager - Administration

Location: Business Bay, Dubai, UAE Department: Administration Reporting to: CEO

Main Job Function:

Support the company’s CEO in managing the daily operations of the office. Ensure the office runs smoothly and efficiently, while overseeing HR tasks, scheduling, and coordinating with vendors and suppliers.

Key Responsibilities:

• Oversee the general office operations.
• Manage staff and executive calendars, appointments, and meeting schedules.
• Supervise, mentor, and train office staff for maximum productivity.
• Coordinate travel arrangements (flights, hotels, car rentals) and enforce travel policies.
• Handle day-to-day HR matters and ensure adherence to company policies.
• Manage office supply purchases and maintain inventory.
• Prepare reports, correspondence, and contracts.
• Create presentations and management-level reports.

Detailed Requirements:

• Run the office efficiently and professionally, serving as the go-to person in the absence of the CEO.
• Coordinate staff schedules and attendance, ensuring efficiency and punctuality.
• Maintain office security and cleanliness.
• Manage purchasing, invoicing, and payments for office supplies and vendor services.
• Ensure HR procedures comply with UAE labor laws, and liaise with the company’s labor lawyer in Prague when needed.
• Promote fringe benefits for staff, such as sports club memberships, meal coupons, etc.
• Handle document translations and liaise with local authorities when necessary.
• Manage travel arrangements and meetings for management.
• Uphold the company’s corporate identity in all external interactions.
• Organize accommodations for visitors and arrange office meetings.
• Maintain relationships with tax advisors, banks, and payment gateways.
• Ensure smooth coordination for 24/7 customer service operations with the Operations Supervisor.
• Create and maintain reports using MS Office tools, and assist with webinar scheduling and management for sales promotions.

What We Offer:

• Attractive Salary
• Health Insurance
• Annual Airline Ticket
• Annual Salary Increment
• Career Growth Opportunities

Skills

Professional Experience:

• Minimum 3 years in a similar role, ideally in the Travel or Tourism industry.
• Proven references from previous employers.
• Strong communication and negotiation skills, particularly with suppliers.
• Proficient in MS Office tools (Outlook, Excel, Word).
• Ability to multi-task and manage time effectively.
• Experience as a Personal Assistant (PA) to senior management is a plus.
• Act as a key contact in the absence of the Owner or CEO.

Key Competencies:

• Results-driven
• Strong planning and organization skills
• Analytical thinking
• Excellent interpersonal skills

Personality:

• Flexible and open-minded
• Enthusiastic, proactive, and self-motivated
• Customer-focused and solution-oriented
• Willing to learn from mistakes and improve