Office Manager

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Oversee the day-to-day activities of the office as the main point of contact for maintenance, courier, supplies, vendors, and contractors.

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Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondences, managing filing systems and overseeing supplies and equipment.

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Provide direct administrative support to the Managing Directors and Directors.

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Provide administrative support to the family as when needed.

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Oversee filing of constitutional documents and managing company portals in different jurisdictions.

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To work closely with legal advisors and corporate service teams in different jurisdictions.

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Oversee and maintain office equipment for uninterrupted function, identify and fulfil supply needs.

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To adopt the highest standards of ethics and integrity and abide by the group’s code of business conduct and antibribery policy.

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To maintain the highest standards of confidentiality

Responsibilities

General

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Oversee the smooth and efficient running of the company and all the administered entities.

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Managing for filing of Board Resolutions, Minutes of Board Meetings and other constitutional documents.

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Responsible in making sure the company is following DMCC and other related authorities (JAFZA, BVI, Cayman) policies.

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Ensure all company related renewals are done – Trade License, Office Insurance, Lease, Ejari, PO Box

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Responsible in the application and cancelation of employee’s visa, medical/ Emirates ID

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Responsible for all document control for each entity.

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Responsible with offshore entities license renewals.

Administration

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Assisting the Managing Director with his calendar, monthly expense reconciliation, filing of health claims.

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Ensure employee leave tracker is updated and provided to the Finance Manager.

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Ensure all working folder on One Drive are updated, signed board resolutions/ loan agreements are uploaded.

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Ensure all original executed board resolutions, loan agreements & constitutional documents are filed.

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Ensure all supplier invoices are properly approved and suppliers are paid in a timely fashion.

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Updated Register of Directors and Register of Members are downloaded and uploaded on respective folders.

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Responsible for all internal announcement, approved by the Managing Director.

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Responsible for basic IT assistance for employees and coordination with appointed IT engineers.

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Ensure employees’/ UBOs/ Directors’ passport, visa, proof of address is updated.

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Responsible in reporting any safety hazard to the building security and building management