Office Services Manager - UAE

About the role

This role will provide a range of services to the business and providing an elevated level of customer service to internal customers.

Key responsibilities and duties are listed, but not limited to, the below:

Health and Safety Management:

• Arranging daily safety and housekeeping inspections of each office to ensure safe conditions for staff, clients and visitors.
• Liaising with local fire authority with regard to fire precautions, confirming that all fire precautions are adequately maintained.
• Ensuring each office has adequately trained Fire/Emergency Wardens with necessary equipment to identify them as such; organizing, arranging and coordinating the activities of these staff.
• Ensuring that all accidents and positive interventions are appropriately reported, recorded and investigated; informing the management of all serious accidents
• Organizing and arranging the undertaking of statutory risk assessments required under local health and safety regulations.
• Providing electrical installations to the office that are safe, and arranging for appropriate inspections and regular PAT testing;
• Maintaining Office Continuity Plans, ensuring regular testing and enacting
• Co-operating with Group, regional and unit safety advisors in carrying out safety audits and inspections and acting on instructions issued by them.

Office and Facilities Management:

• Acting as first point of contact with Landlords’ and their staff, with regards to any issues relating to our leases or the leased premises
• Ensuring all office security protocols and processes are in place and comply with Group Directives
• Management and monitoring an annual Office Services Plan to plan all activities and outputs, avoiding any crisis management, ensuring that all activities and outcomes continue to be of value to the business.
• Managing procurement of all goods and services provided by equipment and material vendors/suppliers to office premises as per MM guidelines including: stationary, office furniture, fixtures and fittings, vending machines, kitchen supplies, cleaning services, maintenance contractors, fit-out contractors, vehicle leasing/purchase, vehicle maintenance and repair and travel agents etc.
• Carrying out due diligence so that only competent contractors are engaged to work on Mott MacDonald premises ensuring that such contractors enact safe working practices, personally monitoring their work to confirm compliance and ensure that do not present a risk to themselves, Mott MacDonald staff/visitors or the general public
• Co-ordinating space allocation and determining best way to utilize and arrange given physical space considering business requirements and available budget.
• Planning, coordinating and directing both the office services and administration teams to provide a broad range of services to allow the business to operate at peak efficiency including, but not limited to immigration/PRO services, premises and facilities management, office maintenance and security, reception and transportation services, mail collection/distribution, stationery, printing/copying, recycling, office cleaning, travel requirements,drivers, project support etc. setting service levels/ goals for the department accordingly;
• Actively managing, coaching, and developing the office services and administration teams, ensuring development plans are in place.
• Monitoring budgets for office services and consumables, analyzing ways to reduce costs and proactively pursuing alternatives that could reduce costs to the business without affecting or compromising quality.
• Arranging and taking the lead on regular internal office events such as briefings, presentations and announcements and office arrangements for Board/Client meetings and other functions.
• Completion of various audits covering Information Security, GDPR, Internal Office Audits, OSHAD etc.
• Actively support sustainability goals and work with SMEs within MM to achieve the Company vision on Net Zero
• Approval of purchase orders, expense claims, overtime, and invoices
• Responsible for onsite and inhouse archive documents, data retention and compliance
• Manage ad hoc requests for additional office space, short term project offices
• Enhancement of existing office spaces, working with design and marketing team to ensure consistent and aesthetic environments are achieved, maintained and updated when necessary

Candidate specifications

• Educated to Diploma level
• Already based in the UAE with proven office management experience in a similar role 
• Solid communication skills in both written and spoken English
• Sound interpersonal skills with ability to build and maintain effective working relationships with colleagues, other support functions; vendors/suppliers and government authorities etc.
• Experienced in handling a wide range of administrative, office and facilities management tasks with ability to work independently, obtaining desired results with little or no supervision
• Highly organized with strong, forward-planning and time management skills to prioritize and organize the office management teams and their workload.
• Numerate with excellent level of accuracy
• Attention to detail with problem-solving skills
• Ability to multi-task and work under pressure
• Ability to be resourceful and proactive in dealing with issues/obstacles that may arise at any time
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook
• Strong customer focus
• Proactive, enthusiastic, with a conscientious working nature, hard-working, punctual and reliable
• Positive, resourceful, and flexible with a proactive solution-focused attitude.
• Patience and a calm disposition.
• Valid UAE driving license with access to a vehicle.

Our Purpose
At Mott MacDonald, our purpose is to improve society by considering social outcomes in everything we do; relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.

Equality, Diversity and Inclusion
Equality, diversity and inclusion (EDI) is at the heart of our organisation. We are an equal opportunity employer and do not discriminate, rather take positive steps towards creating a diverse and inclusive working environment.

Flexible Working
At Mott MacDonald, we support our staff to create work-life balance which works for them and welcome candidates looking for career flexibility. We are open to discussing flexible working at interview stage.

We can offer:

• 90 calendar days’ paid maternity leave
• Competitive annual leave
• An annual professional institution subscription
• Annual company performance bonus scheme – Subject to company performance