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Office Operations Director

2 weeks ago

Dubai, Dubai, United Arab Emirates Ghobash Group Full time

Ghobash Trading & Investment (GTI) is a leading multi-asset class investment company operating globally. Our team of highly qualified and experienced investment professionals utilizes an 'Asset Allocation Matrix' to achieve risk-adjusted returns on invested capital over the long term.

Our investment activities encompass direct investments in startups, taking stakes in established businesses, acquisitions of business enterprises, and setting up new businesses through collaborative joint ventures. Additionally, we are actively involved in private financial investments, including private equity and debt, venture capital, real estate, and publicly listed financial investments.

We are seeking an Office Manager to oversee daily administrative functions and office operations at our Dubai International Financial Centre (DIFC) location. The ideal candidate will have a strong understanding of DIFC regulations and experience working in the DIFC environment.

Key Responsibilities
  • Office Management: Ensure smooth functioning of daily office operations, including office maintenance, cleanliness, and general upkeep.
  • Procurement: Manage the procurement of office supplies, equipment, and services while liaising with building management and external vendors for maintenance needs.
  • Compliance: Ensure compliance with DIFC regulations and corporate policies, and stay updated on changes in regulatory requirements that impact office operations.
  • Policy Development: Develop and implement office policies, procedures, and Standard Operating Procedures (SOPs) to enhance efficiency and compliance.
Administrative Support
  • Document Management: Provide comprehensive administrative support to the investment team, including document management, filing, and correspondence.
  • Logistics: Coordinate deliveries, shipments, and general office-related logistics.
  • Record Keeping: Maintain accurate records and support internal audits to ensure compliance with DIFC regulations and company policies.
Meeting & Calendar Management
  • Scheduling: Manage schedules and coordinate meetings for senior executives and team members, ensuring timely communication and follow-up.
  • Conference Room Management: Organize conference rooms and ensure the necessary equipment is available for meetings.
  • Preparation: Support the preparation of meeting materials, presentations, and reports.
Reception & Guest Management
  • Guest Services: Serve as the first point of contact for guests and visitors, providing a professional and welcoming environment.
  • Hospitality: Facilitate a high standard of hospitality for business meetings and events.
Regulatory & Compliance Support
  • Regulatory Compliance: Support the company's compliance efforts by ensuring office operations adhere to DIFC regulations.
  • Liaison: Coordinate with the compliance team to ensure the office is up-to-date with the latest legal requirements and corporate governance standards.
  • Document Management: Assist in managing and organizing legal and compliance documents related to DIFC registration and licensing.

Qualifications

  • Bachelor's degree in Business Administration or related field.
  • Minimum 5 years of experience in office management within DIFC or a similar regulatory environment.