Administrative and Facilities Executive

Contract12 months (renewable)EmploymentOutsourced through Manpower Middle EastRoleThis role will be based in Dubai, responsible for organizing online and offline activities/events/town halls. We are looking for someone with “Service with a Smile” in his/her DNA, ready to go the extra mile to achieve the best outcome, a constant focus in wanting to enhance customer experiences at all times.Administrative/Office SupportProvide excellent and delightful service to employees and guests; assist with enquires and requestsAnticipate needs, respond promptly, maintain positive customer service experience at all timesPrompt and accurate data upload and update (e.g. Monthly Scorecard, Workspace Management, service request tickets)Represent Admin & Workspace Team as the main point of contact to provide administrative/event supportManage relationship with office vendors (e.g. cleaners, office assistant, deliveries etc.)Responsible for the purchasing of goods and services. Order and replenish office and pantry suppliesReview vendor contracts and proceed procurement through cost‑effective bids and negotiate with suppliers to meet quality, delivery, and cost objectivesMaintain accurate report/tracker of office inventory and property/equipment recordsAssist HR and IT in New Hire On‑Boarding process (assigning work station, business cards ordering, provide card access keys etc.)Employee contact list updateMaintain a professional and tidy office, responsible for smooth daily office operationsParticipate in newsletter publication with HR OC or related tasksPrompt and accurate data update/creation (e.g. Scorecard, Workspace Management, iService tickets)Responsible for monthly and annual budget development; analysis and actual spentResponsible for prompt payment, avoid late payment penaltiesEnsure no service/work without purchase order issuanceServe as liaison for building management officeEventsResponsible for planning and execution of events and festival celebrations from conceptualization of theme/activity to planning and execution.Coordinate and facilitate event logistics including liaising with vendors and participantsClose collaboration with HR and OC (Organizational Culture) TeamsDocument accurate report/tracker of event timeline, milestone and cost elementsResponsible for event promotion and publicity through media channels such as newsletter, poster, digital screens etc.Work with Survey Team to ensure prompt dissemination of event survey. Follow-up with feedback received and close gaps if any.TravelProvide travel assistance, advise on travel arrangements including air tickets, hotel reservations, local/ground transportation, car rental, travel visa applications etc. and offer informed and insightful recommendationsListen and lead the conversation to solve problems in a timely mannerWork closely with appointed Travel Vendor to ensure smooth ticketing experienceOthersSupport other team members of the Admin & Workspace Team as and when requiredReady to take-on additional roles and responsibilities when assigned.#J-18808-Ljbffr