Office Manager, Dubai (Part-time)

About the role

Requirements

• - Manage the day-to-day running of the Dubai office, including maintaining office, pantry, water and stationery supplies.
• - Liaise with building management, landlords, contractors and other local vendors regarding facilities, maintenance, access and general office requirements.
• - Coordinate visitors to the office, including arranging building and security access passes and acting as the required chaperone for visitors while on the premises.
• - Receive and coordinate deliveries and shipments, including providing an on-site point of contact for deliveries from Caxton’s other offices and external suppliers.
• - Assist Caxton’s IT team with local IT requirements, including coordinating equipment deliveries, set-up, installations and troubleshooting with employees and local vendors.
• - Coordinate local training requirements, including arranging and tracking mandatory training applicable to the Dubai office.
• - Support HR with new joiner onboarding and other local employee administration as required.
• - Assist with the administration of employee medical insurance, liaising with HR, employees and external providers as appropriate.
• - Liaise with Compliance and other central functions in relation to local regulatory and administrative requirements, supporting local processes, submissions and information requirements as appropriate.
• - Coordinate office invoices, expenses and reimbursements and liaise with Finance as required.
• - Maintain appropriate office records and inventories, including IT equipment and other office assets.
• - Set up meeting rooms and ensure the office environment, equipment and facilities are maintained appropriately.
• - Provide general administrative and operational support to the Portfolio Managers and wider Dubai team.
• - Work closely with colleagues in Caxton’s other offices to ensure consistency of processes and appropriate support for the Dubai office.
• - Undertake other ad-hoc office management and administrative responsibilities as required.
• Experience:
• - 2-4 years’ experience in an Office Manager, Office Coordinator, Executive Assistant or similar administrative/operational role, ideally within financial services or another professional services environment.
• - Experience managing the day-to-day requirements of a small office and working with colleagues across multiple locations and time zones.
• - Previous exposure to compliance or regulatory matters within Dubai/DIFC would be advantageous, although not essential. We would also welcome candidates with a genuine interest in developing their knowledge and experience in this area.
• - Strong organisational and administrative skills with the ability to manage multiple priorities independently.
• - Proactive and practical approach, with a willingness to take ownership of day-to-day office requirements.
• - Excellent interpersonal and communication skills and confidence liaising with employees, senior stakeholders, visitors, vendors and external providers.
• - Strong attention to detail and a high level of discretion when dealing with confidential or sensitive matters.
• - Ability to work effectively in a fast-paced environment and respond flexibly to changing requirements.
• - Comfortable working independently as the primary administrative point of contact within a small office.
• - Good working knowledge of Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• - Displays and operates to the highest degree of ethics, integrity and professionalism.

Responsibilities

Skills

• Office management
• Vendor liaison
• Facilities coordination
• IT coordination
• Onboarding
• HR administration
• Compliance awareness
• Facilities budgeting
• Record keeping
• Project coordination
• Mailbox/receipts management
• Meeting room setup
• Administrative support
• Stakeholder communication
• Cross-location coordination