Office Management Operations Executive

Job Description

We are seeking a highly organized and proactive Office Management / Operations Executive to support the daily operations of a fastpaced fitout and construction environment. The ideal candidate will ensure smooth internal workflows support project delivery teams and maintain efficient administrative operational and executivelevel coordination.

This role requires strong multitasking abilities excellent communication skills and a solid understanding of how fitout projects operate in the UAE.

Key Responsibilities

• Oversee daytoday office operations ensuring a wellstructured 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 daytoday operational requirements.
• Prepare project reports meeting minutes action logs and followup 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 35 years of experience in office management operations or executive supportpreferably within a fitout 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 fastpaced environments and support multiple teams simultaneously.
• Experience in documentation procurement followups and project coordination.
• UAE experience preferred.

Location: Dubai UAE