Job Description

We are seeking a highly organized and proactive Office Management / Operations Executive to support the daily operations of a fast‑paced fit‑out and construction environment. The ideal candidate will ensure smooth internal workflows, support project delivery teams, and maintain efficient administrative, operational, and executive‑level coordination.
 
This role requires strong multitasking abilities, excellent communication skills, and a solid understanding of how fit‑out projects operate in the UAE.
 
Key Responsibilities

• Oversee day‑to‑day office operations ensuring a well‑structured and efficient working environment.
• Manage schedules, calendars, correspondence, and documentation for senior leadership.
• Maintain records, filing systems, contracts, HR documentation, and administrative databases.
• Coordinate office procurement, supplies, vendor management, and facility maintenance needs.

• Assist project managers and site teams with documentation, approvals, and day‑to‑day operational requirements.
• Prepare project reports, meeting minutes, action logs, and follow‑up trackers.
• Support with client correspondence, subcontractor coordination, and document preparation.
• Manage submission processes for drawings, material approvals, and authority-related paperwork.

• Support the Directors/Managers with operational planning, scheduling, and communication.
• Assist with internal process development, workflow improvements, and project coordination tasks.
• Liaise between office teams, site teams, suppliers, and clients to ensure aligned communication.

• Assist with issuing LPOs, tracking expenses, and monitoring budgets when required.
• Coordinate with the accounts team on invoices, timesheets, petty cash, and operational expenses.
• Follow up with suppliers on procurement lead times and ensure timely deliveries.

• Coordinate onboarding, staff scheduling, leaves, and general HR administrative functions.
• Assist in implementing company policies, safety standards, and compliance procedures.

 
Key Qualifications:

• Minimum 3–5 years of experience in office management, operations, or executive support—preferably within a fit‑out, construction, or design & build organization.
• Strong organizational and multitasking ability with attention to detail.
• Excellent communication skills (written and verbal).
• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint); knowledge of project management tools is a plus.
• Ability to handle fast‑paced environments and support multiple teams simultaneously.
• Experience in documentation, procurement follow‑ups, and project coordination.
• UAE experience preferred.

 
Location: Dubai, UAE

Tagged as: Office