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Office Admin

1 week ago

Abu Dhabi, Abu Dhabi, United Arab Emirates Bybit Full time
Office Admin & Procurement Manager

We are seeking a detail-oriented and proactive Admin & Procurement Manager to oversee all aspects of office administration and procurement. This individual will be responsible for ensuring a safe, efficient, and positive work environment, managing vendor relationships, coordinating facilities, and handling procurement processes end-to-end. The ideal candidate will have excellent organizational skills, strong negotiation capabilities, and a solutions-focused mindset.

Key Responsibilities

Administrative Management

  • Day-to-Day Office Operations:
  • Ensure smooth office operations and upkeep, including cleanliness, reception services, mail distribution, and general workspace organization.
  • Maintain office policies and procedures to optimize workflow and resource utilization.
  • Employee Services (Onboarding/Offboarding & Engagement):
  • Manage and coordinate the onboarding/offboarding processes, including required documentation, equipment, and orientation.
  • Plan and execute employee engagement events, team-building activities, and internal meetings to foster a positive and collaborative work environment.
  • Local Abu Dhabi Office Operations:
  • Oversee visa applications for business travelers and ensure timely processing.
  • Manage company phones, security passes, and other office-related administrative tasks.
  • Conduct new joiners' orientation to familiarize them with office protocols and policies.

Facilities & Resources Management

  • Facilities Management:
  • Coordinate with building management for maintenance, repairs, and other property-related matters.
  • Implement and maintain standardized facilities management procedures, including electricals, door security, cleaning schedules, lease management, and safety guidelines.
  • Office Supplies & Equipment:
  • Monitor inventory levels of office supplies (stationery, pantry items, etc.) and ensure timely procurement and distribution.
  • Manage office equipment lifecycle, including acquisition, maintenance, and disposal, to support business needs.
  • Global Building Facilities Management:
  • Standardize and enforce maintenance practices across different office locations (where applicable).
  • Ensure consistent facility and resource standards are met globally.
  • Identify, evaluate, and select vendors for various office needs including merchandise, stationery, facilities services etc.
  • Negotiate contracts, pricing, and service-level agreements to achieve cost savings and quality deliverables.
  • Oversee end-to-end merch processes: budget planning, request collection, production timeline coordination, and quality assurance.
  • Maintain an organized inventory of promotional materials and oversee the distribution or shipping of items as required.
  • Office-Related Payments:
  • Oversee the processing and management of payments related to rent, property management fees, courier fees, office procurement, and employee benefits.
  • Collaborate with Finance to ensure timely and accurate invoicing, payment approvals, and budget tracking.
  • Budgeting & Cost Control:
  • Prepare and manage annual administrative and procurement budgets.
  • Monitor expenses, identify cost-saving opportunities, and present regular reports on spending and vendor performance.

Qualifications and Skills

  • Education & Experience:
  • Bachelor's degree or equivalent in Business Administration, Management, or a related field.
  • Proven experience in administrative, facilities, or procurement roles, preferably in a managerial capacity.
  • Technical & Soft Skills:
  • Strong negotiation and vendor management skills.
  • Excellent organizational and multitasking abilities, with keen attention to detail.
  • Proficient in MS Office Suite (Word, Excel, PowerPoint).
  • Strong communication and interpersonal skills to collaborate effectively across teams and with external stakeholders.
  • Attributes:
  • Self-motivated, with the ability to prioritize and execute tasks under pressure.
  • Problem-solver with a proactive attitude.
  • Ability to maintain confidentiality and handle sensitive information with integrity.
Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative

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