Office Administration Manager

Role: Office Administration Manager
Location: Middle East
Salary: DOE
Work Schedule: Full-time, permanent
Start Date: ASAP
 
Job Description
 
The Office Administration Manager will oversee and streamline the daily operations of a prestigious family office. This role involves co-developing and managing interdepartmental workflows, ensuring efficient office administration, supply chain management, and providing critical support for travel logistics and visa management.
The role requires a highly organised and proactive professional who can deliver with precision, discretion, and confidentiality. The Office Administration Manager will also manage ad-hoc projects and tasks aligned with the wider interests of the office and family, supporting executive leadership and department heads across multiple functions.
 
Responsibilities
 
Office Management

• Oversee daily office operations to ensure productivity and efficiency.
• Maintain an organised, safe, and professional office environment.
• Coordinate office schedules, meetings, and events.
• Manage facilities, equipment, and liaise with service providers for repairs/maintenance.

Supplies Management

• Maintain accurate inventory of office supplies and equipment.
• Ensure timely replenishment of supplies to avoid shortages.
• Conduct supplier performance assessments to ensure quality and reliability.

Support Services

• Provide administrative support including correspondence, record-keeping, meeting agendas, filing, and petty cash management.
• Organise and maintain both digital and physical data management systems (GCC and international).
• Assist with ad-hoc projects serving the wider interests of the office and family.
• Coordinate closely with executive leadership and department heads to meet operational needs.

Travel Logistics Support

• Assist with planning and coordinating travel itineraries (flights, accommodation, transport, concierge services, events).
• Ensure arrangements align with family preferences and requirements.
• Handle travel-related issues or changes promptly.
• Support adherence to departmental budgets for travel-related expenses.

Visa Management Support

• Oversee and track visa applications, renewals, and immigration compliance for family and staff.
• Maintain accurate visa records, including status and expiration dates.
• Monitor and adapt to changes in visa policies and regulations.
• Track all staff and family travel to ensure compliance with immigration laws.

Candidate Requirements

• Bachelor’s degree in Business Administration, Management, or related field.
• 5+ years of experience in a senior office administration role, preferably in a UHNW family office, luxury hospitality, or similar environment.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Oracle NetSuite and office management tools.
• High degree of discretion when handling confidential information.
• Strong analytical, problem-solving, and decision-making abilities.
• Fluent in Arabic and English.
• Valid driving licence, clean DBS (or equivalent), and non-smoker preferred.

Benefits

• Excellent expatriate package
• Competitive salary (DOE)
• Opportunity to work in a prestigious UHNW environment
• International exposure supporting a global operation