Role Overview:

Kingston Stanley is seeking an experienced and highly organized Office Manager to oversee daily office operations, administrative functions, workplace coordination, and internal support activities in Dubai. The role involves managing office procedures, coordinating resources, supporting employees and management, maintaining administrative records, and ensuring the workplace operates efficiently. The ideal candidate should have strong organizational and leadership skills, excellent communication abilities, and the capability to improve administrative processes while maintaining a professional working environment.

Office Operations & Administration:

• Oversee daily office operations and ensure administrative activities run smoothly and efficiently.
• Develop, implement, and maintain office procedures to improve productivity and operational consistency.
• Coordinate office supplies, equipment, facilities, and other administrative requirements.
• Maintain organized office records, correspondence, documents, and administrative systems.

Facilities & Resource Management:

• Coordinate office maintenance, repairs, equipment servicing, and workplace facilities requirements.
• Monitor office supplies and manage procurement requests to ensure essential resources remain available.
• Liaise with vendors, service providers, and building management to resolve operational issues.
• Support effective use of office space, equipment, and resources while maintaining a professional workplace.

Team Supervision & Administrative Support:

• Supervise administrative staff and coordinate responsibilities to ensure timely completion of tasks.
• Provide guidance to team members and monitor administrative performance and service quality.
• Support onboarding arrangements and coordinate office access, equipment, and administrative requirements for new employees.
• Encourage effective teamwork, accountability, and professional communication across administrative functions.

Budgeting & Expense Management:

• Monitor office-related expenses, administrative budgets, and recurring operational costs.
• Review invoices, purchase requests, and expense documentation for accuracy and appropriate approval.
• Maintain records of office expenditure and assist with budget preparation and financial reporting.
• Identify opportunities to control costs, improve resource utilization, and streamline administrative spending.

Policies, Documentation & Compliance:

• Ensure office procedures follow company policies, internal controls, and applicable requirements.
• Maintain confidential records, contracts, correspondence, and administrative documentation.
• Support the preparation of reports, presentations, meeting records, and other management documents.
• Monitor administrative deadlines and ensure required documentation is completed and maintained accurately.

Communication & Stakeholder Coordination:

• Coordinate communication between management, employees, clients, vendors, and external service providers.
• Organize meetings, appointments, office events, and business-related administrative arrangements.
• Manage incoming correspondence and ensure requests are directed to the appropriate departments.
• Address office-related concerns promptly and maintain professional relationships with internal and external stakeholders.

Process Improvement & Office Efficiency:

• Review existing administrative workflows and identify opportunities to improve efficiency.
• Implement practical systems for document management, office coordination, and task tracking.
• Monitor office service standards and resolve recurring operational challenges.
• Prepare regular updates on office operations, resource requirements, and administrative performance for management.

Requirements:

• Bachelor’s degree in Business Administration, Management, or a related discipline. Proven experience as an Office Manager, Administration Manager, or in a similar administrative leadership role. Strong knowledge of office administration, facilities coordination, vendor management, and workplace operations.
• Experience supervising administrative staff and coordinating multiple office functions. Excellent organizational, planning, leadership, and problem-solving skills. Proficiency in Microsoft Office applications and office management systems.
• Strong written and verbal communication skills. Ability to manage confidential information with discretion and professionalism. Experience with expense monitoring, budgeting, procurement, and administrative reporting.
• Ability to prioritize tasks, manage competing deadlines, and maintain operational efficiency. Knowledge of UAE workplace procedures and administrative requirements is preferred.

How to Apply:

Interested candidates can submit their updated CV to ayd@kingstonstanley.com with “Office Manager – Dubai” as the email subject line. Candidates should highlight their office management experience, administrative leadership, facilities coordination, vendor management, budgeting, and process improvement capabilities. Relevant qualifications, office systems knowledge, team supervision experience, and measurable achievements in improving workplace efficiency should also be included in the application.

About the Company:

Kingston Stanley is a recruitment and talent solutions organization that connects businesses with professionals across a range of industries and specialized functions. This recruitment opportunity is for an Office Manager in Dubai, offering a role focused on administrative leadership, workplace coordination, and efficient office operations.