Front Office Administrator Full Time NEW

Role summary: The Office Administrator plays a vital role in managing day-to-day administrative functions, coordinating office resources, and ensuring the smooth flow of operations. This customer-centric role requires strong organizational skills, attention to detail, and the ability to handle multiple responsibilities while working closely with the HR function.

Key accountabilities:

• Supervise and manage all office administrative functions and staff.
• Oversee the smooth operation of office systems, facilities, and equipment.
• Serve as the primary point of contact for internal coordination across departments
• Ensure a customer-focused approach in managing front office, reception, and visitor experiences.
• Oversee health and safety compliance and manage office-related risk assessments.
• Administer tenancy contracts, Ejari, AOFC, building management form permits, and rent negotiations for multiple floors and units.
• Coordinate office fit-outs and obtain Concordia approvals as required.
• Manage parking spaces (new and renewals), including email approvals, applications for parking cards from Concordia, and raising purchase orders (POs).
• Organize and manage management meetings, including blocking calendars at the start of the year with approval from the President.
• Manage contracts such as Nespresso and Thrifty, including raising and processing POs.
• Coordinate carpet shampooing as and when required.
• Prepare the Carbon Footprint quarterly report.
• Oversee printing of items for career fairs and S&S events.
• Handle travel bookings and Point of Sale (POS) for the President and VP HR, including assistance with visa requirements.
• Organize the annual party.
• Manage the outsourced facilities management team on our premises to ensure that service delivery is as per our service level agreement with the supplier.
• Manage the schedules of our two Office Assistants.
• Coordinate with the building management for approvals as and when required.
• Liaise with our various landlords as and when required.
• Point of contact for our courier supplier.
• Manage the admin petty cash float and reconcile it on a monthly basis for Finance.
• Organize in-house and wellness events.
• Identify opportunities for process improvement and implement administrative best practices.

Qualifications, experience, and skills:

• Minimum of 3 years proven experience in an office administration role.
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Excellent oral and written communication skills; confident in liaising with internal and external stakeholders.
• Proficient in MS Office applications (Word, Excel, Outlook, PowerPoint).
• Demonstrated ability to work independently with minimal supervision as well as collaboratively within a team.
• Knowledge of budgeting, procurement, and vendor management.
• Strong problem-solving abilities and a solution-oriented mindset.
• Ability to work under pressure and meet tight deadlines while maintaining attention to detail.
• Warm, approachable, and professional demeanor with excellent interpersonal skills.

“Please take the time to read the job description, you must meet all the criteria set out above for your application to be considered. We do check all applications and suitable candidates will be contacted within 5-7 days. If you are not contacted by us within 5-7 working days, please consider your application unsuccessful at this time.”