Office Manager

Shamal Holding is a diversified investment firm that cultivates the extraordinary. Born in Dubai, we curate a unique portfolio of extraordinary investments, experiences and assets to generate meaningful outcomes. The investments we make are strategically chosen and thoughtfully nurtured, mirroring Dubai’s ambition, spirit and energy. As a global investor, asset owner and developer we utilise our resources, know-how and connections, to deliver long-term value, wherever we operate.

As Shamal Holding continues to grow, we’re in search of an Office Manager - Development. In this role you will provide high level administrative support and ensure smooth and efficient operation at the office. This includes managing schedules, coordinating meetings, handling correspondence, preparing reports and performing a variety of tasks that facilitate coordinating office activities, and serve as a liaison between different departments to facilitate effective communication and collaboration.

• Manage the senior leaders’ schedule, ensuring efficient allocation of time and prioritization of tasks.
• Oversee the flow of communication to and from the senior leaders, ensuring timely delegation and follow-ups.
• Facilitate decision-making by providing summarized briefings, action lists, and progress reports.
• Track and ensure timely execution of tasks and projects delegated to various departments.
• Execute administrative tasks autonomously, exercising discretion.
• Approve items on digital platforms on behalf of the senior leaders, in line with established guidelines.
• Document and monitor key action items from meetings, ensuring follow-up, updates, and meeting minutes.
• Continuously improve office management processes for efficiency and productivity.
• Conduct research and data analysis for meetings, projects, and reports.
• Coordinating new joiner orientation and immersion for the respective team/department.
• Maintain confidentiality in all work-related activities.
• Execute administrative tasks autonomously, exercising discretion to facilitate the leader’s role.
• Manage projects related to the assigned department/s initiatives, obtain status and report on progress.
• Take ownership of the assigned department/s meetings including scheduling, minutes and actions.
• Prepare the agenda for meetings in advance, confirm time and venue, coordinate with other meeting attendees and arrange meeting facilities and receive calls on behalf of the leader and convey messages on a timely basis.
• Track and file key documents and decisions by creating a file and repository for the assigned Functions / Business Units.
• Proactive Team/ department annual leave tracking.
• Expense tracking and management.
• Making travel and accommodation arrangements for the respective team/ department.
• Arranging IT assets and access for new joiners to the function.
• Purchase requisition (PR) and Purchase Order (PO) management, including invoice management.
• Coordinate access for visitors to Shamal offices/ parking.
• Manage office supply inventory and requests.
• Perform any other ad-hoc duties as required.
• Collaborate with other departments (sales, IT, Legal, AM) to optimize processes. Take Proactive improvement that will help to automate tasks for BU which will have a positive impact on AR balances.
• Review of Vat Register, Cash payments and Ad hoc reports to stakeholders.
• Review the cheques and recall requests from all BU’s and follow up on the replacement.
• Work on introducing ERP for sales function and for specific projects.
• Maintain trackers for the sales details that can help in the preparation of reports to management (in the absence of a system).

Minimum Qualifications & Experience:   

• High school diploma; additional qualifications in Office Administration are a plus
• Minimum of 5 years of experience as an Administrative Officer, Administrator or similar role

For more information about Shamal, please visit our LinkedIn page: https://www.linkedin.com/company/shamalholding/

Note:

Due to a high influx of profiles, only shortlisted candidates will be contacted.