Administration & Office Supervisor

About elseco

elseco is a specialized high-tech insurance underwriting agency and a Lloyd's Coverholder, representing approximately 50 insurance and reinsurance firms including Lloyd's syndicates. Based in Dubai International Financial Centre and regulated by the Dubai Financial Services Authority, elseco operates with 120 professionals across offices in Dubai, London, and Washington DC. The company, established twenty years ago starting with Space insurance, has expanded into Aviation, Accident & Health, and Energy insurance sectors. Technology is central to elseco's growth, particularly through development of their "ATOM" platform, pivotal to its future success.

Job Purpose

The Administration & Office Supervisor will ensure effective office operations by managing facilities, workplace services, vendor coordination, and administrative tasks while fostering a professional and hospitable environment for employees and visitors. Reporting to the Operations & Brand Director, this role supports administrative and operational functions across the company, assists in company communications, branding, social media, and public relations activities, and collaborates closely with HR on employee administrative matters including visa handling, engagement activities, and company events. Additional support for internal/external event coordination, communications, and other evolving business projects is expected.

Key Responsibilities

• Deliver broad administrative support covering office and operational functions.
• Daily updating and monitoring of company expenses using Excel and assist in annual administration budgeting.
• Maintain and organize all administrative documentation and records effectively.
• Welcome staff and visitors professionally, ensuring an inviting atmosphere.
• Keep office premises well-stocked and orderly, replenishing supplies for employees and visitors.
• Support Leadership Team with meeting arrangements including room preparation and refreshments.
• Handle incoming phone calls via the main line and redirect appropriately.
• Arrange travel plans for Leadership and other employees.
• Liaise with IT and Building Management regarding access passes and office facilities for all personnel and visitors.
• Oversee office services such as maintenance, cleaning, equipment, plants, fire safety contracts, and related provisions.
• Conduct vendor comparisons, solicit quotations, negotiate terms, and coordinate with service providers for office and business needs.
• Arrange permits, deliveries, parking, and maintenance visits relevant to office operations.
• Manage corporate merchandise orders, business and access cards, and other office materials.
• Administer staff loyalty and reward programs like Business Skywards.
• Assist the annual office budget preparation and monitor associated expenses.

• Work alongside Operations & Brand Director to coordinate internal and external communications.
• Aid in preparing and distributing company announcements, newsletters, and employee notices.
• Help manage the company’s social media platforms ensuring content accuracy, timeliness, and brand alignment.
• Support coordination and development of marketing materials, promotional items, and branding efforts.
• Assist with public relations activities and liaise with external partners and agencies as needed.
• Ensure brand consistency across company communications and events.

• Collaborate closely with HR on employee administrative processes.
• Manage visa related activities including applications, renewals, cancellations, and DIFC Portal administration under HR guidance.
• Assist HR in onboarding/offboarding and employee engagement and development initiatives.
• Help coordinate company functions, team building, and employee celebrations with HR and leadership.

• Perform additional ad-hoc administrative, communication, branding, and operational tasks as requested by the Operations & Brand Director, HR, or Leadership Teams.

Qualifications and Skills

• University degree required.
• Proficiency with Excel, Word, and PowerPoint.
• Must reside in Dubai, UAE.
• 6 to 8 years’ experience in office coordination demonstrating professionalism and efficiency.
• Background or exposure to social media management, communications, branding, or marketing is beneficial.
• Excellent English communication skills, both written and spoken, with a polished professional demeanor.
• Detail-oriented, hardworking, proactive, and mentally agile with a strong positive attitude.
• Self-driven and capable of independently finding solutions.
• Able to build and maintain good relationships with all elseco employees.
• Willingness and ability to learn new technologies.