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Admin & Workspace Executive
Full time at ManpowerGroup Middle East in Dubai, UAE

Admin & Workspace Executive Full time at ManpowerGroup Middle East in Dubai, UAE

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Posted on April 22, 2021

Job details

Admin & Workspace Executive - 12 months renewable contract through Manpower

This role will initially be part-time, say 2-3 days per week as the Client office remains closed. Following the re-opening of the office in July latest, it will change to 5 days a week.

Roles & Responsibilities

Front Desk

  • • Manage reception counter, building and parking pass requests and invoicing
  • • Update guest check-in device
  • • Greet guests, contact host, es cor t to conference room when required
  • • Meeting room logistics
  • • Collect and distribute mail.
  • • Courier management such as shipment and packages preparation and arrangement
  • • Facilitate on-site interview meeting arrangement with overseas’ team

Admin & Workplace Operations

  • • Assist with executive’s reimbursement submission and follow up
  • • Manage relationship with office vendors (e.g. cleaners, office boy, deliveries etc.)
  • • Responsible for the purchasing of goods and services. Order and replenish office and pantry supplies
  • • Review vendor contracts and proceed procurement through cost-effective bids and negotiates with suppliers to meet quality, delivery, and cost objectives
  • • Maintain accurate report/tracker of office inventory and property/equipment records
  • • Assist HR and IT in New Hire On-Boarding process (assigning work station, business cards ordering, provide card access keys etc.)
  • • Employee contact list update
  • • Maintain a professional and tidy office, responsible for smooth daily office operations
  • • Participate in newsletter publication with HR OC or related tasks
  • • Provide support to Business Unit when required
  • • Perform 1st line of basic IT troubleshooting
  • • Prompt and accurate data update/creation (e.g. Scorecard, Workspace Management, Xspace tickets)
  • • Responsible for monthly and annual budget development; analysis and actual spent
  • • Oversee facilities management, ensure annual property insurance, corporate statement is timely filed with City and State office; annual tax report is timely filed and paid with City and State office, license renewal etc.
  • • Responsible for prompt payment, avoid late payment penalties
  • • Ensure no service/work without purchase order issuance
  • • Serve as liaison for building management office
  • • Budget responsibility (e.g. operate the office within budget allocation)

Celebrations & Events

  • • Close collaboration with HR and OC
  • • Event planning and execution – coordinate company internal and external event along with department leads/HR and setup email notifications
  • • Coordinate event logistics for a variety of meetings including liaising with vendors and participants

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