Office and Vendor Coordinator

1 month ago


Abu Dhabi, Abu Dhabi, United Arab Emirates Asterix Communications Full time
About Asterix Communications

We are a dynamic and innovative company based in Abu Dhabi, UAE, with a mission to power and grow our clients' Wealth franchises through differentiated experiences, financial solutions, and insights. Our digital wealth management platform enables banks and other financial institutions in the Middle East to grow and further penetrate affluent, HNW, and UHNW investor segments.

Role Description and Responsibilities

We are seeking a highly organized and detail-oriented Office and Vendor Manager to oversee the daily operations of our office and manage our vendor relationships. This role is pivotal in ensuring smooth operations and supporting the overall efficiency of our company.

Key Responsibilities:
  • Office Management:
    • Manage office supplies and related vendors, including stationery, pantry, cleaning services, and building management.
    • Ensure the office environment is well-maintained, organized, and conducive to a productive work atmosphere.
    • Monitor inventory levels and place orders for supplies as needed, ensuring cost-effective procurement.
  • Vendor Management:
    • Oversee the end-to-end management of vendor relationships, including contract negotiation, invoice validation, and vendor KYC compliance.
    • Maintain a database of all vendors and ensure timely renewal of contracts and agreements.
  • PRO and Related Activities:
    • Handle visa applications and related processes, liaising with government agencies and service providers (e.g. document attestations, pension registration).
    • Coordinate with HR department to facilitate employee work permits, renewals, and other necessary documentation.
  • Travel Coordination:
    • Manage travel arrangements for employees, including flight bookings, accommodations, and transportation.
    • Develop and maintain a relationship with Dnata or other travel agencies to ensure smooth travel operations.
    • Ensure travel policies are followed and seek cost-effective travel options while maintaining comfort and convenience for employees.
  • Event Organization:
    • Plan and organize office events, including team celebrations, breakfasts, and refreshments for client meetings.
Requirements
  • Bachelor's degree in business administration, management, or a related field is preferred.
  • Proven experience in office management, vendor management, or a related role.
  • Fluent in English and Arabic (written and spoken).
  • Strong understanding of administrative processes and best practices.
  • Knowledge of visa application processes and experience in handling PRO activities is a plus.
  • Exceptional organizational and multitasking abilities.
  • Proficiency in Microsoft Office Suite and other relevant office software.
  • Familiarity with basic financial management principles.
  • Ability to adapt to a fast-paced and dynamic work environment.
  • Excellent communication and negotiation skills.


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