Office Administration - Dubai

ROLE PURPOSE*
Overall management of the office including coordinating administration and
operational processes related to day-to-day management. Provide support to the
leadership team and other members of the Aspen team.
KEY PERFORMANCE AREAS:*
* Day to day operations and management of Service Hub office.
* Handle business travel arrangements as required.
* Handle incoming and outgoing correspondences, including drafting replies, answering queries, and or referring the same to the relevant individual(s), as appropriate.
* Coordinate visits of from overseas offices and covering all aspects of their travel, accommodation, business meetings and social activities.
* Manage Office Pantry, groceries, and office supplies.
* ACL/review and upload new contracts on the system and manage the renewal and termination letters.
* Handle quarterly reports (Admin, Travel, Office management reports).
* Provide support to the leadership team as needed.
* Handling Petty cash and reconciliation monthly.
* Meeting and managing relationships with vendors, Hotels, and travel agencies.
* Maintain communication with suppliers for office maintenance and assign them accordingly.
* Maintain communication with Building management for all requests, permits, maintenance etc.
* Receive invoices from vendors, create POs and coordinate with accounting** department to ensure all invoices are paid on time.
* Handle DHL/Aramex shipments as needed.
* Provide support for meeting bookings.
* Ensure all vendors contracts are renewed as required.

EDUCATION QUALIFICATION AND EXPERIENCE:
* Certificate /Diploma - Business Admin Diploma
* Bachelor's degree - Business Admin or equivalent
* ‎2 years - Similar role (preferable in multinational environment)
TECHNICAL SKILLS:
* Excellent in MS Office suite - Intermediate : Advanced
* Ability to prioritise and strong attention to detail - High
* Ability to work under pressure in fast paced environment - High
KEY ATTRIBUTES:
Business
* Initiative
* Multi-tasking
* Results oriented
* Systems thinking
* Planning and organisational skills
* Focused
* Focus
* Visioning
* Cooperation
* Proactive
* Responsibility & Accountability
* Resilience
People
* Flexibility and tolerance for ambiguity
* Capacity for and resistance to Stress
* Perseverance and tenacity
* Informal communications skills
* Active listening skills
* Writing skills
* Presentation skills
* Meeting facilitation
* Empathy
Self
* Curiosity / learning agility
* Self-awareness
* High standards
* Personal responsibility
* Self-assurance
* Honesty
* Ethical conduct
* Understand Aspen story
* Aspen knowledge
* Optimism
* Passion
ASPEN COMPETENCIES:
BUSINESS
* Performance Driven
* Accountability/ Ownership
PEOPLE
* Dealing with ambiguity Embrace Change
* Communicate Effectively
SELF
* Continuously Grow and Develop
* Take Action with Integrity
* Demonstrates a passion for Aspen
Internal Applicants must inform their direct line managers of their
application. Applications must be completed using an Aspen email address.
If you have not heard from the HC department within ‎30 days of this advert
closing, please consider your application unsuccessful