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| SHL - Dubai |
Office Manager Job at SHL - Dubai
SHL Dubai Careers | Office jobs in dubai | open vacancies in dubai
The Company
SHL helps companies optimize performance and productivity through deep people insights. Our market-leading people analytics and technology equip leaders and their teams to make confident, data-driven talent decisions that lead to stronger business outcomes.
We anticipate, and help organizations solve, their most pressing talent challenges. Our science, innovation, rigor and commitment to proving business outcomes make us a trusted partner to organizations across the globe. SHL helps our customers win, and we need highly motivated people to join our dynamic global team. We’re driven by Strong Connections, Curiosity, Fearless Innovation, and Impact. More at shl.com.
In this role you will be the key support contact for the Middle East region of the SHL business. This entails being responsible for all the office management tasks including Government relations, accounts payable, travel, supplier management for the Middle East region, working closely with the Global Facilities Manager as the local key point of contact for all facilities related matters for the Middle East teams. Additionally, you will be the Personal Assistant to the Managing Director for the Middle East region.
Key Accountabilities
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Required Skills and Experience
A culture comprised of diverse, global teams who have a passion for collaboration and client service.
Support, coaching, and on-the-job development to achieve career success.
SHL helps companies optimize performance and productivity through deep people insights. Our market-leading people analytics and technology equip leaders and their teams to make confident, data-driven talent decisions that lead to stronger business outcomes.
We anticipate, and help organizations solve, their most pressing talent challenges. Our science, innovation, rigor and commitment to proving business outcomes make us a trusted partner to organizations across the globe. SHL helps our customers win, and we need highly motivated people to join our dynamic global team. We’re driven by Strong Connections, Curiosity, Fearless Innovation, and Impact. More at shl.com.
In this role you will be the key support contact for the Middle East region of the SHL business. This entails being responsible for all the office management tasks including Government relations, accounts payable, travel, supplier management for the Middle East region, working closely with the Global Facilities Manager as the local key point of contact for all facilities related matters for the Middle East teams. Additionally, you will be the Personal Assistant to the Managing Director for the Middle East region.
Key Accountabilities
- The Office Manager’s responsibilities include, but are not limited to, the following:
- Government Relations
- Perform all employee related government relations transactions (MOHRE, Director of Residency and Foreigners Affairs (DRFA), Police Station, Airport, Embassies, Municipality, Courts, etc.) in UAE and KSA.
- On time in order to achieve legal and financially sound status of all employees and all companies under SHL group/related companies to minimize penalties and complication issues by verifying all submitted documents to government authorities and maintaining consistent follow- ups with all concerned parties in order to a have smooth process.
- Follow up to complete the process of residence visa and e-work permit cancellation for all resignation and terminations on time in order to avoid any additional fines/penalties to SHL such as late cancellation fees /fines and to avoid any legal complications.
- Follow up and ensure all ex-employees whose residence visa and e-work permit have been cancelled must proceed with deportation / change status within the time or else proceed with legal action as per instruction.
- Attend all emergency cases related to business operations and ensure all issues are solved on time.
- Update management about all the new rules and regulations related to MOHRE, Director of Residency and Foreigners Affairs (GDRFA) in UAE or KSA.
- Makes sure all business and trade licenses are updated and follow-up regarding official approvals and permits to prevent unnecessary violations.
- Accurately prepare and process required legal documents like rent contract attestation in government agencies such as Ministry of Economic, Ministry of Finance, Customs, Court, Chamber of Commerce, Traffic Department and Municipality across UAE and KSA.
- Managing supplier process following corporate guidance from the Central Procurement team/Head Office, including:
- Ensuring compliance with local regulations and Internal Controls.
- Managing supplier expectations, supplier agreements and new supplier processes.
- Raising purchase orders and approving facility invoices.
- Managing and registering approved invoices (incl. employee expenses) into the accounting system, in accordance with company policies and local regulations.
- Being the local expert in Accounts Payable System (currently Coupa and Infor10) for the Finance Team.
- Providing updated information to insurance companies, government departments and providers to ensure correct premiums are processed and that we are compliant with local regulations.
- Managing petty cash and follow process by Central Finance.
- Monitoring of Middle East digital mailbox and follow-up by advising appropriately.
- Working alongside HR and liaising with payroll provider for employment certificates.
- Liaising with payroll provider on the completion of various local statistics.
- Being the local contact for local authority agencies.
- Ad hoc requests and analysis from Finance.
- Responding to ad-hoc requests from other departments on local queries such as payroll and benefits.
- Assisting Procurement/Head Office with operating and capital leases, including monitoring and managing business mobile phone subscriptions.
- Monitoring of lease contracts, such as office, parking spaces, coffee machines, photocopiers, etc., and escalating issues to Head Office.
- Liaising with appropriate stakeholders for building/equipment maintenance.
- Ordering of general office supplies.
- Liaising with IT and Procurement to purchase mobile phones in line with broader corporate policies.
- Handling ad hoc requests from Head Office or from Facilities with regard to the Dubai, Abu Dhabi and Riyadh offices.
- Assisting local managers with new starter IT equipment requests, and staff induction.
- Create contracts, quotes, and RFI/RFP responses for potential clients.
- Keep quotes with precise configurations and pricing.
- Maintain sales documentation applications and tools.
- Carry out, arrange, and streamline operational tasks to reduce the occurrence of errors.
- Carry out monitoring exercise for a problem and take fast action(s) where possible and escalate where necessary.
- Communicate with clients, help solve their problems, and provide up-to-date information.
- Do order processing/entry when needed.
- Make real price quotations and perform record keeping on SFDC.
- Attract potential customers by answering service and product inquiries.
- Record new account information on SFDC.
- Master in-depth knowledge of the company’s services and line of products.
- Manage sales force, which involves the entry of opportunities, contacts, accounts, and quotations.
- Qualify customer leads and disseminate to Field Sales appropriately.
- Use digital information systems to identify, research, and resolve customers’ inquiries.
- Provide order management, including entry, releases, creation, returns, and backorder.
- Provide customer support on customer complaints and technical issues.
- Meticulous attention to detail.
- Good level of analytic ability.
- Self-motivated and passionate about quality of work produced.
- Commitment to personal development.
- Confidence to challenge others where appropriate.
- Customer service approach to internal and external stakeholders.
- Good communication skills.
- Strong time management skills to balance regular monthly tasks with frequent ad-hoc requirements.
- Team player, and ability to support other members of the business.
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Required Skills and Experience
- Bachelor’s degree in Business Administration, Computer Science, or in a related field.
- Arabic & English language skills is a must.
- Previous experience in a similar role.
A culture comprised of diverse, global teams who have a passion for collaboration and client service.
Support, coaching, and on-the-job development to achieve career success.
We understand and measure the things that make people successful at work. With 40+ years of talent expertise, cutting-edge assessment science, and more than 45 billion data points, we have an unparalleled view of the workforce. With this insight, our clients are empowered to make confident, unbiased talent decisions to drive business results. More at shl.com.
Our Data Privacy Pledge ensures consistent safeguards over the personal information provided during the application process.
SHL is an Equal Opportunity Employer.
Our Data Privacy Pledge ensures consistent safeguards over the personal information provided during the application process.
SHL is an Equal Opportunity Employer.
