UAE Office Manager Full Time

About the job
Blacklane is looking for an Office Manager to supervise and guarantee the efficient operation of our Dubai office on a daily basis.

This role entails managing office supplies and inventory by placing orders and replenishing stock. Additionally, you will be coordinating with various vendors and service providers, such as those responsible for cleaning and maintenance, to ensure their services are well-coordinated. It will also be your duty to set up and maintain office equipment, including computers, printers, and telecommunication systems. Developing and implementing effective office policies and procedures to enhance productivity will be a part of your role. Furthermore, you should strive to maintain a secure and safe working environment by addressing any health and safety concerns that may arise.

YOUR ROLE

Office Management: Mann the reception area and oversee day-to-day office operations and ensure smooth functioning of our Dubai office. Coordinate team events and provide administrative support to the team as needed. Coordinate with vendors and suppliers regarding office supplies.
Administrative & HR Support: Scheduling and organizing meetings and events. Prepare reports, presentations, or internal communications announcements. Assist with budget preparation and monitoring for office-related expenses. Track and reconcile office-related invoices, expenses, and payments working closely with the finance department. Coordinate employee onboarding and offboarding processes, including paperwork. Assist in HR-related communication to employees, such as distributing HR policies and updates including maintenance of employee records and documentation.
Facilities Management: Coordinate office repairs and maintenance, including liaising with landlords if necessary. Ensure proper maintenance and cleanliness of the office space and visitor management. Oversee office layout and space utilization, including organizing workstations and meeting rooms.
IT Coordination: Serve as a liaison between the office and the IT/sys-admin team. Coordinate the setup and maintenance of office equipment and systems in collaboration with the IT team. Facilitate communication and troubleshooting between employees and the IT team for technical support.
Miscellaneous: Handle ad-hoc tasks and special projects assigned by the management team.

About You

Qualification in Facilities Management, Facilities Engineering, Business Administration, or related fields.
You are proficient in office programs like Microsoft Word, Excel, PowerPoint, and/or Google Docs, Spreadsheets, Slides.
Procurement and Contract Management expertise. You have experience in construction, maintenance, and all facets of facility operation, including administrative tasks.
Great communication skills. You are comfortable interacting with team members and building strong relationships with internal and external key stakeholders on all levels.
You are a strong negotiator. You are fluent in German and English.
Project management and organizational skills. You effectively manage projects that require high-level collaboration and influence across stakeholders. With your can-do mindset and your attention to detail, you can zoom out and plan ahead.

MORE THAN A JOB:

Blacklane is a scale-up started in 2011, founded by Jens Wohltorf and Frank Steuer who wanted to create the first global chauffeur service. We started by filling chauffeurs’ ’empty leg’ journeys and have grown with our partners to over €100 million in annual revenue (pre-pandemic). Backed by Daimler and other investors in Germany, Japan, Switzerland, and the UAE, we’re now a trusted brand within corporate travel.

We believe in ethical business practices and have a strong company culture.

Continuous Learning: We believe that open and actionable feedback is the essential component of continuous development. Set your personal development plan and take an active role in our internal learning communities to progress your career.
Become Part of the Crew: Get to know your fellow Blacklaners through our regular team socials. Our success comes from a collaboration of more than 350 people from 70 nations and we are looking for more exceptional people to join us!
Employee Stock Options Plan: We want all Blacklaners to benefit from the company’s success, so every employee gets virtual stock options.
Fair Remuneration: We’ve banded salary levels and matched them to the local costs of living, meaning you’re always paid fairly and you know that the rest of the crew is too.
Sustainability: We care for both people and the planet, having launched the mobility’s industry-first global carbon offset scheme in 2017. Blacklane has pledged to deliver 15% of its journeys in electric vehicles by 2023.
Equal Opportunity: We are committed to inclusion and diversity. A company is only as strong as its crew, so we developed a work environment that is inclusive, inspiring and open. All qualified applicants receive consideration for employment without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.
Blacklane Cares day: Every crew member receives 8 hours of paid leave per year to participate in volunteering initiatives of their choice or lead employee-driven community outreach projects. Utilize your time to lend hands to a cause that drives your passion.