Office Manager

The Role

Based in Dubai, as an Office Manager your will provide administrative support and office services to the Willis Re office. The Role will include, but not limited to:

  • Visa Applications and cancellations
  • Certificates of Insurance for DIFC colleagues
  • Onboarding and offboarding of colleagues
  • Commercial License renewal
  • DIFC Portal Super User
    • Handling DIFC portal transaction and activities
    • Portal Top up
    • Commercial License Renewal
    • Monitoring visa quota
    • Adding and Removing portal user
  • Branch Holiday Chart
  • AMEX card co-ordination with Finance
  • Facilities Management
    • Raise requests with building management regarding common area and tenancy services issues; communicate any impact as necessary with colleagues.
    • Ensure office equipment is properly maintained and functional.
    • Processing of access card requests and maintaining a log to ensure all cards are accounted for; ensure cards are returned and disabled when a colleague leaves
    • Liaise with office cleaners, ensuring a high standard is maintained
    • Renewal of Fire Alarm Panel every year
  • Print, Post and Purchasing Support:
    • Manage post and courier services to ensure timely collection and delivery.
    • Maintenance of kitchen and stationery and office supplies ensuring appropriate stock levels are in place; re-ordering as needed.
  • Reception
    • Perform all duties, as required, relating to reception including call and visitor handling
    • Ensure visitors are identified in accordance with security procedures, sign in/out and notified of safety procedures as appropriate
  • IT Support and troubleshooting
  • Post Box renewal
  • Vendors & Suppliers management including contracts and records
  • Finance support (arranging payment for branch related invoices and expenses)
  • Petty cash management
  • Local and overseas travel arrangements for DIFC team

The above list is intended to be as accurate a reflection of the role as possible. However, it may be revised from time to time if different tasks commensurate with the role or level of responsibility are needed to be performed and/or when circumstances change.

The Requirements

  • Previous experience in a professional office environment providing general Office Services support
  • Exceptional customer service skills
  • Strong interpersonal skills, and the ability to deal and communicate (both verbally and in writing) professionally with clients, vendors and associates on the phone and in person
  • Ability to work well in a team environment
  • Ability to adapt to different people, situations and changing priorities
  • Reliability and punctuality
  • Strong time management and organisational skills, with demonstrated ability to multi-task and prioritise effectively
  • A strong focus on detail and accuracy of work
  • Sound knowledge of Microsoft Office suite and Outlook
  • Business Level English

Equal Opportunity Employer

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