Job Summary:

Position Overview: 

As an Office Manager of a hospitality sports management company, your role would involve
overseeing and coordinating various administrative and operational tasks to ensure the
smooth functioning of the office and support the organization's goals. Your job description
may include the following responsibilities:
Office Facilities & Administration: -
Administrative Support: Manage day-to-day administrative tasks such as handling correspondence, managing calendars, scheduling appointments, coordinating meetings, and preparing reports and presentations. Ensure preparedness for emergencies relating to fire or medical, by planning and organising drills as required.
Office Operations: Maintain office policies and procedures, including managing office supplies, equipment, and facilities. Ensure efficient communication within the office and between different departments or teams. Lead on contract negotiation & management in respect of relevant third-party relationships related to the role;
Event Coordination: Assist in planning and organizing hospitality events, sports tournaments, or corporate functions. Coordinate logistics such as venue selection, catering, accommodations, transportation, and entertainment.
Financial Management: Assist with budgeting, expense tracking, and financial record- keeping. Coordinate with the finance department to process invoices, manage payroll, and handle accounts payable and receivable.
Human Resources Support: Assist with recruiting and onboarding new employees, including preparing offer letters, coordinating background checks, and organizing orientation programs. Maintain employee records and handle HR-related inquiries. Manage and support on operational and administrative tasks of the HR & Administration department from time to time.
Communication and Correspondence: Manage incoming and outgoing communications, including emails, phone calls, and postal mail. Draft and proofread documents, letters, and other materials. Manage the storage & document archiving for the office
Database and Record Management: Maintain and update databases, ensuring accurate andorganized information storage. Keep track of contracts, agreements, and legal documents related to the hospitality and sports management industry.
Vendor Management: Establish and maintain relationships with vendors, suppliers, and service providers. Negotiate contracts and agreements for various office needs and manage vendor payments. Liaise with government departments such as Dubai Customs, leasing, Dubai Sports City etc.
Travel Arrangements: Coordinate travel arrangements for staff members, including booking flights, accommodations, and transportation. Ensure compliance with company travel policies and assist with visa applications if necessary. Manage insurance policies related to travel and
property risk
Team Support: Collaborate with different teams within the organization to support their administrative needs, such as providing assistance with scheduling, preparing documents, and facilitating communication.
Travel Management: -
• Oversee and manage travel through the travel implant team;
• Ensure adherence to the travel policy;
• Manage relations with airlines, hotels etc.
• Facilitate and manage relations with Embassies and Consulates as necessary for staff travel visas; and
• Reconcile invoices, statements and reports on a monthly and annual basis for the ICC’s travel spend
Knowledge, Skills, Attitude and Experience
• A minimum of 5 years’ experience in office administration including facilities management of a standalone property and travel management, in a similar role in the UAE is mandatory;
• Bachelor’s degree and equivalent professional qualification required;
• Willingness to work at odd hours or over the weekends to oversee facilities maintenance works as required is necessary;
• Excellent planning skills and ability to multitask and prioritise to meet deadlines;
• A keen attention to detail;
• Ability to work efficiently in a fast paced environment;
• Excellent verbal and written communication skills;
• Ability to work collaboratively with others to achieve objectives;
• Experience in working with people from different cultural backgrounds and a capacity to communicate with a wide variety of stakeholders;
• Proficient in the use of MS Word, Outlook, Excel, Database and PowerPoint skills;
• A team player with the energy and passion to take initiative and seek continuous improvement;
• Motivated and enthusiastic attitude; and
• A passion for sport and experience of administration in a sporting or similar body is an advantage. Conditions of Employment

To know more about the role and apply, kindly send us your updated resume to [email protected]