Office Manager
dubizzle
Total years of experience :1 years, 6 Months
In charge of business administration and day to day operations at dubizzle:
- Working as part of the UAE Diversity and Inclusion Committee; shaping and executing the agenda for diversity and inclusion as part of the OLX D&I Strategy.
- Working as part of the dubizzle Culture Committee; recognising areas of concern in our office environment, shaping the agenda and taking ownership of various project that aim to improve the office culture and employee retention.
- Handled reporting on the carbon footprint for the Dubai office as part of the Prosus CSR initiative.
- Maintaining partnerships with companies that are preparing promotional offers for dubizzle employees, such as Careem, restaurants, hotels, service providers etc.
- Supporting the organisation of various HR projects, such as team buildings, charity projects, holiday celebrations and wellness days.
- Pantry budget management (changing the purchase process, renegotiating contracts and change of suppliers resulted in 33% lower costs compared to the previous financial year).
- Managing business travel arrangements for dubizzle/OLX employees (booking flights, hotels, transfers, coordinating visa arrangements).
- In charge of procurement related to the office administration; preparing purchase orders, on-boarding new vendors, receiving orders and quality control.
-Working on the office fit-outs project (equipment purchases, arranging permits, gate passes, coordination with suppliers and the building management).
- Office calendar management (booking meeting rooms, rearranging the set up of 15 boardrooms to serve our needs more efficiently).
- Coordination with the Landmark building management, taking care of all office maintenance services and heading the team of 4 support workers.
- Petty cash management (also handling driver’s weekly allowance and reconciliation of his invoices).
- Preparing reports and payments related to all company and accommodation utility bills (DEWA, EMPOWER, DU, Etisalat, DHL, Uber, water coupons, subscriptions...).
- Responsible in managing the company vehicles, driver’s schedules and transport arrangements within the company.
- Managing and liquidating company credits cards and performing reporting related to them.
- Responsible for petty cash management and daily financial transactions related to Daily Cash Position (Cash Advances, Liquidations, Fund Requests, Disbursements, booking Tax Invoices in the system).
- Preparing, issuing and liquidating weekly allowances of drivers, facilities workers and field support teams.
- Preparing bank transfer vouchers, cheque vouchers, salary reimbursements and deductions, ICPs, sending funds to field operation sites etc.
- Issuing travel allowances, preparing travel expense reports and liquidations.
- Responsible in organizing meeting rooms schedules, organizing meetings and refreshments.
- Responsible for purchase, inventory and distribution of accommodation and office supplies.
- Management of office and staff accommodation related purchase, maintenance and upkeep.
- Mobile phones monitoring and issuances.
- Answering incoming calls, email and mail distribution, accepting deliveries, welcoming visitors.
- Support during the JLT-JAFZA office move.
- Other administrative administrative requests and queries from senior managers.
- Executive Assistant cover in her absence.
- Coordinating a team of 2 facilities support employees and 5 drivers.