Office Manager

About TECOM GROUP:

TECOM Group has been developing strategic, sector-focused business districts across the emirate of Dubai since 1999. TECOM Group is well-positioned to continue playing an integral role in cementing Dubai’s status as a global business and talent hub.

The TECOM Group portfolio consists of 10 business districts catering to 6 vital knowledge-based economic sectors, including design, education, manufacturing, media, science, and technology. The Group provides a varied and tailor-made leasing portfolio – which includes offices, co-working spaces, warehouses and land – to over 12,200 customers and more than 147,000 professionals.

TECOM Group offers additional value-added services to deliver a competitive and attractive environment for businesses and entrepreneurs to thrive in and to facilitate engagement between the districts’ community members. Government and corporate services are made available through an integrated smart services platform, “axs”, which enhances ease of doing business and provides community members with a seamless experience.

About the Job:

An opportunity has arisen for an Office Manager to join TECOM Group. The main duties and responsibilities of this role:

The role holder is responsible for providing efficient office support to the SVP and their peers, managing resources and acting as the focal point for handling communications with internal as well as external stakeholders. The role holder plans and manages the SVP’s annual calendar, manages stakeholders, channels escalations, coordinates with various departments and prepares consolidated reports to support the SVP in daily management of the function.

EVP Support- Executive Assistant

• Provide full administrative support to the SVP in all daily requirements that include prioritizing emails, diary management, scheduling appointments or meetings, travel arrangements, other general and official correspondence etc. in order to provide assistance in day-to-day activities and ensure smooth operations and efficiency.
• Generate, consolidate, and summarize miscellaneous reports and documents as necessary for SVP’s review and decision making. This includes following up information requested from the respective department heads / teams.
• Review, screen and prioritize documents submitted for SVP’s endorsement or approval in agreement with the company DOA, Policies and Procedures
• Organize and arrange team workshops, year-end gatherings, team building activities for the Department.
• Organize, arrange, and prepare documentation for meetings and presentations (both internal & external) in order to ensure the achievement of objectives for each meeting/presentation in all necessary pre & post meeting action is completed.
• Handle all internal and external communication to internal teams including specified external business partners.
• Provide admin support for all events attended by the SVP such as preparing agenda for events, list of attendees, SVP speech, marketing activities, follow up etc.
• Screen and summarize press releases, Interviews and all PR/Events related communication and suggest amendments to the SVP where required.
• Handle business enquiries and complaints on behalf of SVP, coordinate with the concerned departments and ensure all complaints and issues are resolved and handled in a professional manner.
• Manage and organize board meetings and ensure attendance, actions list, follow ups records and minutes of the meetings are documented and well maintained for all boards that SVP is member in
• Coordinate and attend management committees with the SVP, conference, training as requested and communicate/follow up on plans to ensure timely implementation of action goals.
• Coordinate with the GCEO Office Manager and other concerned departments to ensure that Memos are prepared and submitted to the GCEO Office in an accurate and timely manner.
• Collaborate with the respective Department heads to keep track of the department’s key performance indicators and submit quarterly reports to SVP highlighting the status updates.
• Manage and constantly update SVP’s contact database and related information.
• Maintain records and acknowledge gifts for special memorials and other individualized projects.
• Contribute towards enhancement of systems, procedures and policies in collaboration with Business Excellence team in order to ensure continuous development of processes, data accuracy, internal controls and protection of organization’s interest.
• Office Manager Support Function of the Department
  • Drive and coordinate the task of office expansion and refurbishment at the Head Quarters for the department with the Procurement and Facility Management Team.
  • Complete numerous and diverse range of tasks such as approvals on invoices etc. in order to ensure timely submission for payment. Tabulate and retrieve all official expenses on a regular basis through submission on time by Raising PR, LPOs and placing GRN in the Oracle system for different TECOM entities and act as the custodian of Petty Cash.
  • Assist the SVP’s direct reports in all administrative and organizational matters in an efficient and effective manner in order to support department’s administrative requirements.
  • Provide administrative support to the team through inventory management of office supplies and replenishment, filing (hard and soft), procurement, internal mails, courier and liaise with facilities management for smooth running of the department.
  • Maintain and control the share folder access of all sub folder and approve Q drive access for department. Liaise with IT on other IT instances for the Department.
  • Act as the department’s point of contact with Procurement in proactively maintaining outsource / vendor staff contract renewals for outsource services.
  • Act as the Engagement Champion for the department and handle all engagement aspects such as coordination of team recognition and Gallup action list.
  • Coordinate with the L&D function for arranging Learning and Development sessions and planning individual training schedules for the team for both overseas and in-house sessions.

• About you:
• The ideal candidate for this position will have the following experience and qualifications:
• Minimum Qualification: Bachelors’ degree in business administration or any related discipline is preferred.
• Experience: Minimum 5 years of experience in an office manager or similar role.
• Technical Competencies :
• Excellent oral and written communication skills.
• Problem solving skills.
• Strong planning and organizing skills.
• Excellent customer service skills.
• Excellent time management skills.
• Ability to multi-task and work under pressure.
• Good MS Office skills

About the Benefits:

At TECOM Group, we're committed to nurturing the success and well-being of our colleagues. Join our dynamic and diverse team, and enjoy a comprehensive package that includes competitive compensation, career development opportunities, and a collaborative work environment. We believe in building an empowered workforce that helps shape a connected city for tomorrow. We are committed to attracting the brightest minds and nurturing pioneering talent that seeks to make a meaningful impact on the future of Dubai.