Office Manager

About SmileyThe Smiley Company is a globally renowned, award-winning licensor working with leading licensees and premier retail partners to bring our family of brands to life. Our presence spans fashion, home, entertainment, lifestyle and consumer goods. For over 50 years, Smiley has spread optimism and creativity through innovative, iconic products that remind people of the power of a smile. We are a dynamic team with a passion for creativity and storytelling, and we celebrate diversity in an inclusive, learning-focused environment.Purpose of the RoleThis is a varied and highly trusted role responsible for the smooth day-to-day running of the Smiley office, providing contract and legal administration support, assisting with APAC invoicing and delivering discreet personal support to the Loufrani family in Dubai.This is not a paralegal or accounting position. It is a broad coordination role reporting into our Head of HR & Operations working across routine commercial contracts, invoices and financial records while managing practical office and executive-support responsibilities.The role requires exceptional organisation, sound judgement, flexibility and complete confidentiality. Strong English & Mandarin Chinese is essential to support communication and invoice administration for the China entity.Key responsibilitiesOffice management and administrationManage the smooth day-to-day running of the Dubai office.Coordinate suppliers, facilities, equipment, office services and general administration.Maintain organised records, filing systems and internal documentation.Arrange meetings, travel, couriers and other operational requirements.Act as a reliable point of contact for internal teams and external service providers.Contract and legal supportPrepare, review and administer routine contracts using approved templates.Coordinate signatures, approvals, renewals and contract filing.Maintain contract trackers and ensure relevant deadlines are followed up.Liaise with internal stakeholders and external legal advisers when required.Escalate substantive legal issues appropriately rather than providing legal advice.Invoicing and APAC supportSupport invoice preparation, collection, checking and filing across APAC.Follow up with colleagues, customers and suppliers regarding missing information or outstanding invoices.Assist with invoicing and administrative requirements for the China entity.Maintain accurate financial records and supporting documentation.Coordinate with finance teams and external accountants as needed.Help bring currently outsourced APAC invoicing administration in-house.Executive and personal supportProvide trusted administrative and practical support to the Loufrani family in Dubai.Assist with appointments, travel, household administration and other personal matters as required.Handle confidential information with exceptional discretion and professionalism.Skills and experiencePrevious experience in office management, business administration, executive assistance, contract administration or a similar coordination role.Comfortable preparing and working with routine commercial contracts and legal documents.Good understanding of invoices, accounts administration and financial record-keeping; formal accounting qualifications are not required.Strong organisational skills and the ability to manage varied priorities independently.Excellent attention to detail and a consistent approach to follow-up.Strong written and spoken English.Mandarin Chinese is strongly preferred, particularly for communicating with stakeholders and supporting invoice administration for the China entity.Confident using Microsoft Office or Google Workspace and electronic filing and document-management systems.High levels of discretion, judgment and trustworthiness.Personal qualitiesPractical, proactive and willing to take ownership.Comfortable working across both professional and personal responsibilities.Diplomatic and confident when following up on outstanding actions.Flexible and able to work effectively across different countries, cultures and time zones.Collaborative, service-oriented and calm under pressure.Salary & BenefitsCompetitive base salary33 days’ holiday, including bank holidaysPension schemeWFH FridaysAccess to Perkbox and Vitality health insurance