Senior Officer - General Services

Job Overview

The role involves comprehensive administration management covering areas such as catering and banqueting, cleaning and messenger duties, vehicle allocation of the company fleet, rent-a-car coordination, mail services, and office supplies including stationeries, furniture, and conference room bookings. Additional responsibilities include filing, correspondence distribution, record keeping, document preparation, liaison activities, and general administrative support.

Key Responsibilities

• Coordinate catering and banqueting services efficiently.
• Oversee transportation services including company fleet management, rent-a-car, and bus services by preparing quotations, conducting evaluations, purchasing, and facilitating logistics.
• Liaise with rent-a-car providers and end-users regarding traffic fines, accidents, car replacements, and routine vehicle maintenance.
• Manage the scheduling and supervision of Abu Dhabi Ports drivers for routine tasks.
• Arrange the supply of daily newspapers, periodicals, and organize academic and organizational memberships.
• Plan and execute social and team building activities.
• Facilitate the provisioning of plants and flowers throughout the company premises.
• Manage bookings and maintenance of conference rooms and auditoriums.
• Coordinate issuance of security and car park passes.
• Supply and manage office essentials such as stationery, grocery items, and company stamps.
• Arrange binding, faxing services, and meeting room preparation.
• Handle outgoing and incoming mail and courier services.
• Interact professionally with suppliers, clients, tenants, and internal and external stakeholders.
• Assist in preparing monthly reports, circulars, and liaison with other departments for administrative tasks.
• Prepare expenditure requests for stationeries, furniture, vehicles, etc., and enter office service requests into the system.
• Coordinate with the finance department regarding petty cash, invoices, expenditure requests, and authorizations.
• Settle payments and invoices promptly with finance.
• Manage hotel and flight bookings for business travel and administer health insurance for employees and dependents.
• Maintain frequent communication with associates, employees, and contractors to ensure smooth administrative operations.
• Ensure all prearranged office services are delivered professionally to support seamless operations.

Qualifications and Skills

• Bachelor's degree accompanied by relevant work experience.
• Exceptional proficiency in spoken and written English; Arabic language skills are advantageous.
• Three to four years’ experience in a similar administrative or general services role.
• Strong knowledge and use of Microsoft Office applications.