Role Overview – Virtual Key is hiring an Office Manager on behalf of their client based in the Dubai World Trade Centre (DWTC) area. This position is ideal for experienced office management professionals who thrive in fast-paced environments and can efficiently manage operations, support leadership and teams, coordinate administrative processes, and ensure smooth daily office functions.

Day-to-Day Office Operations Management – You will oversee day-to-day office operations by managing office workflows, coordinating facilities and logistics, ensuring office infrastructure is functional, supervising administrative staff, and maintaining an organized, efficient, and professional office environment.

Administrative Processes and Documentation – You will manage administrative processes and documentation by handling correspondence, preparing reports, maintaining filing systems, managing office records, coordinating meetings, and ensuring all administrative tasks are completed accurately and on time.

Vendor and Service Provider Coordination – You will coordinate with vendors and service providers by managing contracts, overseeing office supplies procurement, liaising with cleaning, maintenance, IT, and other service providers, negotiating terms, and ensuring timely delivery of services and supplies.

Office Budgeting and Expense Tracking – You will handle office budgeting and expense tracking by monitoring office expenditures, preparing budget reports, managing invoices and payments, identifying cost-saving opportunities, and ensuring office spending aligns with budgetary constraints.

HR and Management Operational Support – You will support HR and management with operational tasks by assisting with onboarding coordination, maintaining employee records, supporting recruitment logistics, coordinating staff events, and providing administrative support to senior management and leadership teams.

Internal Communication and Workflow – You will ensure smooth internal communication and workflow by facilitating information sharing across teams, coordinating meetings and schedules, managing internal announcements, and maintaining open channels of communication that support collaboration and productivity.

Reception and Visitor Management – You will manage reception and visitor coordination by overseeing front desk operations, welcoming guests professionally, coordinating meeting room bookings, and ensuring a positive first impression for all visitors and clients.

Office Supplies and Inventory Management – You will manage office supplies and inventory by monitoring stock levels, placing orders, organizing storage, maintaining inventory records, and ensuring the office is well-stocked with necessary materials and equipment.

Facilities and Workspace Management – You will oversee facilities and workspace management by coordinating office maintenance, managing workspace arrangements, ensuring compliance with health and safety regulations, and maintaining a clean, safe, and comfortable working environment.

Event Coordination and Logistics – You will coordinate office events and logistics by organizing company meetings, team-building activities, corporate events, and celebrations, managing event budgets, and ensuring successful execution of all office-related events.

Technology and Systems Support – You will support technology and office systems by coordinating with IT for equipment setup, troubleshooting basic technical issues, managing office communication tools, and ensuring all technology infrastructure supports efficient office operations.

Policy Implementation and Compliance – You will implement office policies and ensure compliance by communicating company policies, maintaining adherence to workplace regulations, coordinating health and safety measures, and ensuring the office operates in accordance with organizational and legal standards.

Problem-Solving and Issue Resolution – You will address operational challenges and resolve issues by troubleshooting office-related problems, mediating conflicts, managing emergencies, and ensuring minimal disruption to daily operations and employee productivity.

Office Manager Experience – Proven experience as an Office Manager, Office Administrator, Operations Manager, or in a similar office management role is required. Your background should demonstrate the ability to manage office operations, coordinate administrative functions, and support teams effectively.

Administrative and Organizational Skills – Strong administrative and organizational skills are essential. You should be capable of managing multiple tasks simultaneously, prioritizing workloads, coordinating diverse activities, and maintaining accuracy and attention to detail across all office functions.

Vendor and Budget Management – Experience managing vendors, service providers, and office budgets is required. You should be comfortable negotiating contracts, tracking expenses, and ensuring cost-effective procurement of office services and supplies.

Communication and Interpersonal Skills – Excellent communication and interpersonal skills are essential for coordinating with employees, management, vendors, and visitors, and for facilitating smooth internal communication and collaboration across teams.

HR and Operational Support Experience – Experience supporting HR functions and management with operational tasks is valued. Familiarity with onboarding processes, employee documentation, and HR coordination is a plus.

Technology and Systems Proficiency – Proficiency with MS Office (Word, Excel, Outlook, PowerPoint), office management software, and communication tools is required. Basic troubleshooting skills and comfort with technology are important.

Problem-Solving and Decision-Making – Strong problem-solving and decision-making abilities are critical for addressing operational challenges, resolving issues, and ensuring smooth office operations under pressure.

Professional Demeanor and Discretion – A professional demeanor, strong interpersonal skills, and the ability to handle confidential information with discretion and integrity are essential for representing the organization and supporting leadership.

UAE/Dubai Experience (Preferred) – Experience working in Dubai or the UAE is preferred. Familiarity with local business practices, vendor networks, and Dubai office environments will strengthen your candidacy.

Immediate Availability (Preferred) – Immediate availability to join is preferred. The client is looking for candidates who can start as soon as possible.

How to Apply:

Send your updated CV to hiring@virtual-key.com with the subject line: "Office Manager". Please highlight your office management experience, your vendor and budget management skills, your administrative and organizational capabilities, and any UAE or Dubai office experience. Confirm your immediate availability to join. Forward to anyone in your network who may be a strong fit.

About the Opportunity:

Virtual Key is recruiting on behalf of a client based in the DWTC area, Dubai, seeking an experienced Office Manager who can efficiently manage day-to-day operations, coordinate administrative processes, support leadership and teams, and ensure a smooth, productive, and professional office environment. This role offers the opportunity to make a meaningful impact by driving operational excellence and supporting business success in a fast-paced, dynamic workplace.