Office Operations and Administration Manager

Our esteemed client, a US headquartered financial services firm is looking for an experienced Office Operations and Administration Manager to join their team. This role is a front-of-house office-based role located in the DIFC district of Dubai, UAE. The role requires you to be present at the office, with some degree of flexibility.The role, reporting to the Global Head of Operations as well as the regional Executive: you will support them as they focus on the continual development and growth of the business in the UAE office. Specific responsibilities that include but are not limited to:OPERATIONS DUTIES: Oversee and ensure operations and administration of the UAE office runs smoothly and effectively at all times, where required, assist as necessary with sales and marketing operations globally. Support the UAE based Management and business development staff with all meeting coordination and transactions. Perform ad hoc tasks as required by the business development team, regional Executive and Global Head of Operations in support of business development, operations and administration. Work within established global operating procedures and ensure compliance with regional Company regulatory requirements. Continuously drive a culture of Integrity and transparency and follow our core principles, through constant contact and communication with clients, and respect of your colleagues globally. ADMINISTRATION DUTIES: Support the Global Head of Operations with administration and projects for local and regional offices. Assist Global Head of Operations in rolling out policies and best practices across regional offices. Work closely with corporate secretary, company accountant and auditor on accounting, audit and company filing duties as needed. Ensure business and Company documents and records are duly retained and accessible. Assist with local IT services and requests, manage the IT system administrative requirements with external regional and global IT support providers. Manage expense invoices / receipts in XERO accounting system, coordinate office accounting with company accountant, Global Head of Operations, and international office colleagues as required. Manage UAE expense claims and reimbursement processes and monitor costs and expenses in compliance with policies and procedures. Manage facilities services, including the initial cosmetic fitout of the office and coordinating with the building management, manage office renovation and enhancement work as needed. Coordinate domestic and international travel, including flight, hotel, and car rental reservations for senior management and business development team while adhering to travel policy guidelines. Coordinate appointments and meetings, and manage staff calendars and schedules; Coordinate and assist with local business development marketing activities; Manage annual and sick leave records, new joiner orientation, and benefits assistance; Manage receptionist duties, greeting visitors, meeting room bookings, tea service as required; Purchase office supplies and equipment and maintaining proper stock levels. Manage pantry, coordinate pantry and office cleaning services, food & beverage purchases, arrange for pantry equipment support services.Manage general office telephone calls and incoming/outgoing physical mail, couriers. Ideally the candidate would have knowledge of the DIFC rules and regulations would be advantageous. Deliver world class service to our clients.