Office Administration Manager

Role Overview

An established international investment management firm in DIFC is looking for an experienced Office Administration Manager to take charge of the Dubai office’s daily operations. The role is centered on keeping the workplace running smoothly, upholding a high standard of professionalism, supporting governance requirements, and delivering strong client service.

This is a wide-ranging operational position that covers office administration, facilities, vendor coordination, corporate services, and executive support. It sits within a fast-moving and tightly regulated financial services setting, so the ideal person will be dependable, highly organised, and comfortable supporting senior leadership while ensuring the office functions without disruption.

Key Responsibilities

• Run the everyday administrative activities of the DIFC office.
• Keep office operations efficient and ensure support functions consistently meet a high standard.
• Refine administrative systems, policies, and procedures to improve how the office works.
• Guide, coach, and support the office administration team, including assigning work and reviewing performance.
• Work closely with senior management to help deliver business priorities and company initiatives.
• Handle relationships with landlords, building management, outside vendors, and service partners.
• Oversee facilities, maintenance, security, health and safety, and business continuity planning.
• Manage office budgets, purchasing, and supplier agreements while controlling costs and spending.
• Arrange travel, company events, board meetings, and client hospitality activities.
• Assist with employee joining and exit processes alongside HR and IT.
• Make sure office activities align with internal policies and DIFC regulatory obligations.
• Keep office records, contracts, and other documentation accurate and up to date.
• Continuously improve office processes while maintaining a polished and efficient workplace.

Requirements

• Demonstrated background as an Office Administration Manager, Office Manager, or Corporate Services Manager in investment management, asset management, private equity, banking, financial services, or another professional services setting.
• Experience in a DIFC-regulated organisation is a strong advantage.
• Solid knowledge of office operations, facilities oversight, procurement, and vendor coordination.
• Proven ability to manage budgets and administrative expenses.
• Strong planning and project coordination skills, with the ability to juggle several priorities at once.
• Confident communication and relationship-building skills, including the ability to work effectively with senior leaders and outside stakeholders.
• A highly professional approach, strong discretion, and excellent attention to detail when dealing with sensitive information.
• Advanced skills in Microsoft Office.
• A bachelor’s degree in Business Administration or a similar field is preferred.

Work Environment

This is a full-time, onsite position based in Dubai, United Arab Emirates, within a highly regulated international financial services environment.

Ideal Candidate Profile

The right candidate will be proactive, structured in their approach, and experienced in supporting senior stakeholders while keeping office operations running seamlessly.