Office Manager

Wasserman

The Office Manager will report into the Head of Business Operations. To ensure smooth, compliant, and efficient functioning of the UAE offices through management of office facilities, vendor management, visa coordination, procurement portal monitoring, administrative/operational systems and any other tasks deemed required as part of managing the office operations.

Office & Facilities

• Proactively manage the day-to-day running of the UAE offices
• Front office management, meeting room bookings, office maintenance, cleanliness, equipment upkeep, and supplies are proactively managed
• Order and maintain an inventory of office supplies, including stationery, pantry items, IT devices etc.
• Conduct regular inventory checks to ensure adequate stock levels are maintained and reorder supplies as needed
• Track the usage of office supplies to ensure cost-efficiency
• Coordinate workspace setup, desk moves, pantry restocking, and repair requests with relevant vendors
• Liaise with contractors regarding any repairs, fit out works and improvements

Administrative & Documentation Support

• Manage business related correspondence (emails, phone calls, mail) for the office, directing inquiries as appropriate to the relevant party
• Maintain organized records of company documentation licenses, contracts, permits, insurance, and legal documents
• Proactively and timely manage business license renewals, tenancy renewals, and insurance compliance
• Act as liaison with UAE authorities and Free Zone entities for company regulatory submissions

Visa Coordination & Staff Onboarding Logistics

• Manage start to finish visa processes for new hires, renewals, and cancellations (employment and dependents)
• Track Emirates ID, medicals, labour contracts, and ensure timely submissions via government portals (twofour54 (Abu Dhabi Media Freezone) and AXS (Dubai Media City Freezone)
• Support onboarding setup: workspace, equipment, access cards, ID badges, and induction packs
• Ensure offboarding checklists are completed, including asset returns and visa closures.

Vendor & Telecom Management

• Manage vendor relationships related to courier, catering, Etisalat/DU, and supplies
• Manage vendor contract reviews, renewals, and expense tracking
• Coordinate monthly telecom billing reconciliations with Finance

Budget & Expense Support

• Track office-related expenses and support monthly reporting cycles with the Finance team
• Efficient use of company ERP (Workday) for basic accounts related tasks like PO raising and invoicing

Procurement Portal Monitoring & Compliance

Procurement portals are platforms used by our registered clients to issue and manage EOIs (Expressions of Interest), RFQs (Requests for Quotation) and RFPs (Requests for Proposal): Formal invitations to submit technical and financial proposals. They serve as the primary channel for receiving and responding to client procurement opportunities.

Your responsibility (Not fulltime, as leave cover only):

• Log into assigned procurement portals daily (e.g., SAP Ariba, DCT, ADNOC, Diriyah Gate, RC AlUla) to monitor and action RFQs, RFPs, EOIs, and sponsor-related communication
• Download new notices, flag key items, and circulate documents internally to relevant stakeholders proactively
• Maintain updated login credentials, update password logs using naming conventions, and upload documentation promptly
• Track registration deadlines and changes related to the company name, documents, and compliance updates