Office Administration & Operations

• Provide administrative support across a wide range of office and operational activities
• Monitor and update company expenses daily using Excel, and take ownership of the yearly budget for administration and office expenses across both offices
• Ensure that elseco and ATOM administration files and records are kept updated and well maintained
• Greet staff and visitors upon arrival at either office, ensuring a professional and welcoming environment
• Maintain an organised and well-stocked office (elseco and ATOM), replenishing supplies for employees and visitors
• Coordinate and support the Leadership Team with visitor arrangements, ensuring meeting rooms are prepared and refreshments are provided
• Answer the company mainline phone and direct calls and messages appropriately
• Prepare travel arrangements for the Leadership Team and employees as required
• Coordinate with IT and Building Management (CPT & Gate Avenue) regarding office access, passes, and facilities requirements for employees and visitors
• Oversee office facilities, including maintenance, cleaning, office equipment, plants, fire safety contracts, and other workplace services
• Conduct vendor comparisons, obtain quotations, negotiate rates, and coordinate service providers for office and business needs
• Arrange office permits, deliveries, parking access, maintenance visits, and other office-related requirements
• Order and manage corporate merchandise, business cards, access cards, and other office materials
• Manage loyalty and reward programmes (e.g., Business Skywards) for staff
• Coordinate visa applications, renewals, cancellations, and non-sponsored card applications, and maintain the DIFC Portal
• Coordinate and organise internal company events, including logistics, venue and catering arrangements
• Provide administrative support for internal and external communications, including formatting, distribution and logistics, under the direction of the Operations & Brand Director
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General

• Perform other ad-hoc administrative and operational duties as required by the Operations & Brand Director or Leadership Team
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Requirements

KNOWLEDGE AND SKILLS:

• University Degree required
• Strong Excel skills essential (formulas, budget tracking, expense reporting); proficiency in Word and PowerPoint
• Position Dubai based, so requirement to live in Dubai
• 6 to 8 years of office coordination experience, with a proven track record of high professionalism and the ability to get things done efficiently
• Excellent written and verbal English communication skills, highly presentable and professional manner
• Meticulous, hardworking, attention to detail, positive can-do attitude, and strong mental agility
• Professional approach, self-motivated, and takes initiative to find solutions
• Develops and maintains excellent working relationships with all elseco and ATOM staff
• Ability to learn and adapt to new technologies and systems
• Comfortable preparing and formatting internal and external communications materials as directed, without owning content or messaging
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