Location - Dubai, UAE
**Fluency in both English and Arabic (written and spoken) is essential**
Overview
A leading international ship management firm is seeking an experienced and highly organised Office Manager to support its Dubai operations. This role plays a critical part in ensuring the smooth running of office functions while supporting HR processes and regional administrative requirements within a global maritime environment.
The successful candidate will act as a key point of coordination across office operations, employee lifecycle management, and payroll activities, ensuring efficiency, compliance with local regulations, and alignment with international standards.
Key Responsibilities
- Oversee the day-to-day operations of the Dubai office, ensuring a professional and efficient working environment
- Provide full administrative and secretarial support to the local leadership team
- Manage office procedures, documentation, filing systems, and internal communications
- Coordinate meetings, conferences, and company events
- Handle reception responsibilities, including managing calls and welcoming guests
- Arrange travel, accommodation, and visa requirements for employees and visiting stakeholders
- Manage relationships with office suppliers, service providers, and landlords
- Process invoices, purchase orders, and employee expense claims in accordance with company policies
- Monitor office budgets, utilities, and payments
- Ensure compliance with UAE regulatory requirements, including government reporting, insurance renewals, and licensing
- Identify operational issues and implement effective solutions
- Partner with hiring managers to develop job descriptions and hiring strategies
- Source and attract talent across appropriate recruitment channels
- Coordinate interviews and support candidate assessment processes
- Manage onboarding to ensure new employees are effectively integrated into the business
- Oversee offboarding processes, including exit interviews and compliance with UAE labour laws
- Maintain accurate employee records and HR documentation
- Support the full employee lifecycle, including promotions, transfers, and terminations
- Ensure HR practices are compliant with UAE labour legislation and company policies
- Act as the first point of contact for employee HR queries
- Support internal communication of policies, procedures, and company initiatives
- Coordinate with payroll providers and finance teams to ensure accurate and timely payroll processing
- Validate payroll data and supporting documentation
- Ensure compliance with local tax and statutory requirements
- Respond to payroll-related queries and discrepancies
- Provide payroll reporting to finance and leadership teams
- Bachelor’s degree in Business Administration or a related discipline
- Minimum of 5 years’ experience in office management within an international or maritime organisation
- Strong understanding of HR practices and UAE labour regulations
- Experience managing payroll processes and compliance requirements
- Highly organised, proactive, and detail-oriented
- Ability to multitask and operate effectively in a fast-paced, international environment
- Strong interpersonal and stakeholder management skills
- High level of discretion when handling confidential information
- Proficiency in Microsoft Office and HR systems
- Fluency in both English and Arabic (written and spoken) is essential
- Professional, adaptable, and solutions-focused
- Strong organisational and coordination skills
- Ability to work independently while supporting a global team
- Service-oriented mindset with strong attention to detail