Office Manager

6 days ago


Dubai, United Arab Emirates TUI Full time

Joining our TUI BLUE Hotels Dubai Team as Office Manager, you will ensure smooth organisation and operation of the Dubai regional office by performing a full range of administrative and reporting tasks whilst supporting the short to long-term organisational planning. All of which shall be done by demonstrating a high level of performance and discretion towards sensitive matters.

This is a brand-new role and therefore one of the significant parts of the position will be the business start-up processes where you will play a key role in setting up the entire department in the regional office. You will be establishing and implementing standards and best practices for the whole admin team. The role will be reporting directly to the Global Head of Business Development.

**ABOUT THE JOB**
- As an Office Manager you will be a key team member of the Dubai regional management team and will be required to provide effective linkage and support across all functions and business partners of TUI Blue Hotels
- You will be a local expert in processes which in turn will support TUI Blue in meeting its internal and external administrative obligations. You will collaborate and assist with new recruits, departures, compliance, accidents and emergencies, reporting and assist with processing residence and work permits.
- You will manage daily office operations, develops, oversees and communicates standard operating procedures and processes that streamline and provide guiding principles relevant to efficient office management.
- You will work closely and manage diaries for the Global Head of Business Development and Regional Vice President -Sales and assist with calendar appointments and planning. You will ensure diaries are updated on regular basis
- Meetings: planning and organizing meetings and supporting documentation., taking meetings minutes, distributing, and following up as relevant in an accurate and timely manner
- Travel: organizing and finalising all travel arrangements (accommodation, transportation, visas) and preparing travel itineraries
- Function as administrative link between the Head of Global Business Development and his business partners and ensure that all parties receive specific, relevant and concise information.
- Work collaboratively with regional colleagues and seeks engagement and support from Group wide particularly within the HR team on specific matters where required.
- Communicate continuously with HR team to ensure that all the actions regarding onboarding and off boarding staff is actioned in a timely manner.
- Work with the regional leadership team to prioritise activities which add distinctive and commercial advantage to the organisation
- Overall accountability with front desk ensuring that it is highly effective in representing and promoting the first impression of the TUI Blue Hotels brand
- Preparing and drafting correspondence, presentations and reports as per direction and distributing as appropriate.
- Responsible for office maintenance and facilities, arrangement of staff temporary accommodation.
- You will provide support, manage and monitor housekeeping, office furniture and supplies as well as telephony activities.
- Carry out any other duties as requested by the regional leadership team.

**ABOUT YOU**
- Previous work experience in MEA region as an Office Manager/Personal Assistant
- Agility to juggle strategic priorities/projects whilst delivering day-to-day operational logistics.
- Exceptional administration/management skills, strong planning, organisation and technically savvy.
- Can solve problems independently and/or make suggestions how to improve ways of working & drive our digital culture.
- High level of attention to detail with the ability to manage multiple tasks and conflicting priorities without losing focus on planning ahead
- A genuinely helpful, flexible and professional personality.
- Excellent communication skills, both verbal and written, in English, plus french languages would be advantageous.
- Start-ups, innovation and/or business transformation experience
- Exceptional administration skills, strong planning, organisation and advance computer literacy
- Confident to upwardly manage strong leaders at varying levels of the organisation within a global, complex matrix structure
- High level of attention to detail with the ability to manage multiple tasks and conflicting priorities without losing focus on planning ahead
- An individual who never stops looking ahead, seeking new ways to delight customers and grow the business
- A culturally intelligent individual, exceptional dealing with ambiguity, within a global perspective
- Excellent communication skills, both verbal and written, in English and French
- A hands-on professional, with ability to work under pressure as part of a team
- Fast paced individual who enjoys changing environments and embraces change
- An individual who never stops looking ahead with a can-do attitude, seeking new ways to delight customer


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