Office Manager

Job Description Job Description: Office Manager Location: Dubai Reports To: VP Nationality: Any Gender: Any Role Summary The Office Manager is responsible for ensuring the smooth, efficient, and compliant operation of the office within a real estate and construction environment. This role requires strong administrative capabilities, industry knowledge, and the ability to coordinate across multiple departments, clients, contractors, and authorities. The ideal candidate will manage daily office operations, support senior management, and facilitate seamless communication across the organization. Key Responsibilities 1. Office Administration - Oversee daily office operations to ensure efficiency and smooth workflow. - Manage office supplies, equipment, cleanliness, and workspace organization. - Handle renewals of trade licenses, tenancy contracts, and establishment of new licenses. - Manage all utilities including DEWA, SEWA, FEWA, RTA, and building management (deposits, bills, subscriptions, cancellations). 2. Document & Records Management - Maintain a structured filing system for contracts, invoices, permits, and project documents. - Ensure documents are secure, updated, and easily accessible. 3. Communication & Coordination - Serve as the primary point of contact for internal and external communications. - Coordinate meetings, events, and conferences for management and project teams. - Facilitate communication between clients, vendors, contractors, and internal departments. 4. Senior Management Support - Manage executive calendars, appointments, and correspondence. - Assist with report preparation, presentations, and proposals. 5. Project Support - Track project milestones and maintain project-related documentation. - Assist in preparing project budgets, schedules, and coordination support. 6. HR Support - Support onboarding, timekeeping systems, employee documents, and insurance processes. - Coordinate between HR and operations on administrative requirements. 7. Finance & Billing - Support finance with invoicing, petty cash management, procurement, and expense tracking. - Ensure accurate documentation and timely submission for approvals. 8. Health & Safety Compliance - Maintain compliance with health & safety regulations. - Support documentation required by local authorities. 9. Vendor & Contractor Management - Manage relationships with vendors, suppliers, and service providers. - Support procurement processes and evaluate service quality and contract terms. 10. Client Relations - Ensure professional handling of client interactions. - Support client onboarding, scheduling, and follow-up. Qualifications Education - Bachelor's degree in Business Administration, Management, or related field. - Certifications in Office Management, Real Estate, or Project Management (preferred). Experience - Minimum 10 years in office management or administrative roles. - Mandatory experience in within the real estate or construction industry. - Strong understanding of industry processes, contracts, procurement, and documentation. Technical Skills - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). - Experience with office management tools (SAP, Oracle, project management software). - Familiarity with real estate or construction-related software is an advantage. Soft Skills - Excellent organizational, multitasking, and time-management skills. - Strong communication and interpersonal abilities. - Ability to work under pressure in a fast-paced environment. - High level of professionalism, discretion, and problem-solving capability. Share your cv at [Confidential Information]