Operations & Administrative Executive

Operations & Administrative Executive page is loaded Operations & Administrative Executive Apply remote type Client Services locations ARE - Abu Dhabi Office time type Full time posted on Posted Yesterday time left to apply End Date: June 30, 2025 (25 days left to apply) job requisition id R2010Wasserman operates at the epicenter of sports, music, entertainment and culture, serving talent, brands and properties on a global scale. Our brands and properties division works with iconic brands and rights holders, supporting business growth through all marketing disciplines. We're a trusted partner to every major league, team and venue, building meaningful connections between brands, properties and fans.Headquartered in Los Angeles, Wasserman's presence spans 28 countries and more than 70+ cities, including New York, London, Abu Dhabi, Amsterdam, Hong Kong, Madrid, Mexico City, Toronto, Paris and Sydney. For more information, please visit www.teamwass.com .Job Description The Operations & Admin Executive is a cross-function role and will report into the Head of Business Operations. To ensure smooth, compliant, and efficient functioning of the UAE offices through oversight of office facilities, vendor management, visa coordination, procurement portal monitoring, and administrative/operational systems. This role also supports the Head of Business Operations by managing internal trackers, procurement systems, and documentation processes—while maintaining a high level of professionalism and confidentiality.Office & Facilities Support the day-to-day running of the Dubai offices Front office management, meeting room bookings, office maintenance, cleanliness, equipment upkeep, and supplies are proactively managed Coordinate workspace setup, desk moves, pantry restocking, and repair requests with relevant vendors Administrative & Documentation Support Maintain organized records of company documentation—licenses, contracts, permits, insurance, and legal documents Support business license renewals, tenancy renewals, and insurance compliance.Act as liaison with UAE authorities and Free Zone entities for company regulatory submissions Visa Coordination & Staff Onboarding Logistics Manage visa processes for new hires, renewals, and cancellations (employment and dependents)Track Emirates ID, medicals, labour contracts, and ensure timely submissions via government portals Support onboarding setup: workspace, equipment, access cards, ID badges, and induction packs Ensure offboarding checklists are completed, including asset returns and visa closures.Vendor & Telecom Coordination Manage vendor relationships related to courier, catering, Etisalat/DU, and supplies Assist with vendor contract reviews, renewals, and expense tracking Coordinate monthly telecom billing reconciliations with Finance Budget & Expense Support Track office-related expenses and support monthly reporting cycles with the Finance team Efficient use of company ERP (Workday) for basic accounts related tasks like PO raising and invoicing Internal Tracker & Report Maintenance Own and maintain all internal operational trackers and databases under the guidance of the Head of Business Operations Update commercial, compliance, and capacity-related Excel sheets daily, ensuring real-time accuracy Prepare basic reports and summaries for leadership based on input data and tracker insights using advanced MS excel skills Procurement Portal Monitoring & Compliance Procurement portals are platforms used by our registered clients to issue and manage: EOIs (Expressions of Interest), RFQs (Requests for Quotation) and RFPs (Requests for Proposal): Formal invitations to submit technical and financial proposals.They serve as the primary channel for receiving and responding to client procurement opportunities.Your responsibility: Log into assigned procurement portals daily (e.g., SAP Ariba, DCT, ADNOC, Diriyah Gate, RC Al Ula) to monitor and action RFQs, RFPs, EOIs, and sponsor-related communication Download new notices, flag key items, and circulate documents internally to relevant stakeholders proactively Maintain updated login credentials, update password logs using naming conventions, and upload documentation promptly Track registration deadlines and changes related to the company name, documents, and compliance updates Qualification & Experience Bachelor’s degree in business administration or related field.3-5 years of experience in front office management, operations support, or similar technical administrative roles in the UAE.Proven experience managing UAE visa and licensing processes.Experience using procurement or government portals (SAP Ariba, DCT, MOHRE, GDRFA).Technical Skills Advanced Microsoft Excel: Able to manage large trackers, use formulas, filters, pivot tables, and generate summaries.Strong file and folder management in Box/Share Point/Google Drive.Basic familiarity with procurement platforms and online submission portals.Soft Skills Proactive, detail-oriented, and highly organized.Strong communication skills (written and verbal).Ability to multitask across systems, timelines, and stakeholders.Discretion and professionalism when handling sensitive documentation.Wasserman does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.Welcome Wasserman is proudly an equal opportunity employer. We are always searching for the most passionate and talented people from all backgrounds and experiences to join us.20 years into our evolution, we continue to expand services and geographies across the exciting and extraordinary worlds of sports, music, entertainment and culture.We are committed to making a meaningful difference and driving real change when it comes to diversity equity and inclusion — not only among our employees, but in how we serve clients and push the industry at large.If this sounds like a place you’d like to work, let’s talk!About Us Wasserman is a global leader in sports, music, entertainment and culture. Founded in 2002, Wasserman represents many of the world’s most iconic sports and entertainment figures, musical artists, brands and properties, empowering them to shape culture and captivate audiences worldwide. #J-18808-Ljbffr