Job Description

We are seeking a highly organized and proactive Office Management / Operations Executive to support the daily operations of a fast-paced fit-out and construction environment. The ideal candidate will ensure smooth internal workflows, support project delivery teams, and maintain efficient administrative, operational, and executive-level coordination.
This role requires strong multitasking abilities, excellent communication skills, and a solid understanding of how fit-out projects operate in the UAE.
Key Responsibilities

• Oversee day-to-day office operations ensuring a well-structured and efficient working environment.
• Manage schedules, calendars, correspondence, and documentation for senior leadership.
• Maintain records, filing systems, contracts, HR documentation, and administrative databases.
• Coordinate office procurement, supplies, vendor management, and facility maintenance needs.

• Assist project managers and site teams with documentation, approvals, and day-to-day operational requirements.
• Prepare project reports, meeting minutes, action logs, and follow-up trackers.
• Support with client correspondence, subcontractor coordination, and document preparation.
• Manage submission processes for drawings, material approvals, and authority-related paperwork.

• Support the Directors/Managers with operational planning, scheduling, and communication.
• Assist with internal process development, workflow improvements, and project coordination tasks.
• Liaise between office teams, site teams, suppliers, and clients to ensure aligned communication.

• Assist with issuing LPOs, tracking expenses, and monitoring budgets when required.
• Coordinate with the accounts team on invoices, timesheets, petty cash, and operational expenses.
• Follow up with suppliers on procurement lead times and ensure timely deliveries.

• Coordinate onboarding, staff scheduling, leaves, and general HR administrative functions.
• Assist in implementing company policies, safety standards, and compliance procedures.

Key Qualifications:

• Minimum 3-5 years of experience in office management, operations, or executive support-preferably within a fit-out, construction, or design & build organization.
• Strong organizational and multitasking ability with attention to detail.
• Excellent communication skills (written and verbal).
• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint); knowledge of project management tools is a plus.
• Ability to handle fast-paced environments and support multiple teams simultaneously.
• Experience in documentation, procurement follow-ups, and project coordination.
• UAE experience preferred.

Location: Dubai, UAE
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Skills Required